Frequently Asked Questions
FirstAidLog is an Australian-built platform for managing first aid kits, fire extinguishers, defibrillators, and other safety equipment. It tracks inventory, expiry dates, inspections, incidents, and compliance — all in one place.
All plans include a 3-day free trial — no credit card required. After the trial, plans start from $39/month (Starter). Higher tiers (Compliance, Business, Inspector for inspection companies, and Custom plans) add features like compliance certificates, incident reporting, multi-site support, advanced analytics, and priority support.
FirstAidLog needs a connection to load your data, but changes you make while offline are held on your device and saved automatically once you reconnect — so an inspection completed in a basement or a remote site is not lost. You will see a banner while you are offline, and a message if any change could not be saved. We still recommend a stable connection for the best experience.
Absolutely. Use our built-in templates for AED/defibrillators and fire extinguishers. Each sub-component (pads, battery, spare battery) can have its own expiry date. You can inspect and track them just like first aid kits.
You can generate and print QR code labels for any kit. When scanned, the QR code opens the kit details page in FirstAidLog. Only logged-in users with the correct organisation access can view the kit contents.
Photos aren't stored in your records. Your camera is used to scan: training certificates, item expiry dates and paper incident forms — FirstAidLog reads the text and fills in the fields for you. On the Inspector plan, the logo on your branded certificates and reports is added as an image link (PNG, JPEG or SVG) in Brand Settings.
Yes. Create an organisation and invite team members with different roles: Org Admin (organisation management), Inspector (inspections and reports), First Aider (incident reporting), or Viewer (read-only access). All changes sync in real time.
FirstAidLog helps you meet your WHS obligations by tracking inspections, generating compliance certificates, and sending expiry reminders. However, it is a management tool — not a substitute for formal safety assessments. See our Terms of Service for the full liability disclaimer.
Use our First Aid Calculator to check your requirements, or browse workplace first aid requirements by state.
You can export kit inventories, incident reports, audit trails, and inspection records as CSV or PDF files at any time from the respective screens. Bulk exports and organisation-wide audit downloads are available on paid plans.
Your records are stored in Sydney (Supabase on AWS, ap-southeast-2), isolated per organisation with row-level security, and encrypted in transit and at rest. Incident details get an additional layer of AES-256 encryption. The app is hosted on Vercel and its servers run in Sydney.
Inspectors can connect with organisations through the Inspector Connections screen. An org admin sends a connection request, the inspector accepts, and they can then perform inspections for that organisation. One inspector can serve multiple organisations.
Go to the Template Marketplace, browse by category (workplace, vehicle, construction, etc.), and tap "Import". The template's items are added to a new kit with recommended quantities and expiry guidelines. You can customise items after import.
Open any kit, tap "Label", customise the design with your organisation branding, then print via your browser. Stick the label on or near the kit. When someone scans it with their phone camera, they're taken directly to that kit's page in FirstAidLog.
Yes. You can create or be invited to multiple organisations. Switch between them using the organisation selector. Each organisation has its own kits, members, sites, and subscription. This is ideal for inspectors or managers overseeing multiple workplaces.
From any kit, tap "Report" to log an incident. Record the date, time, location, patient details, injury description, treatment provided, and items used. The app automatically flags potentially notifiable incidents under WHS regulations and provides the relevant state regulator contact details.
Under WHS law, certain serious workplace incidents must be reported to the state regulator immediately. These include death, serious injury requiring hospitalisation, dangerous incidents, and illness. FirstAidLog flags these automatically based on the details you enter and provides the correct reporting authority for your state.
Yes. Org admins can enable or disable specific features (like incident reporting, training tracking, or compliance scoring) from the organisation settings. This lets you simplify the interface for teams that don't need every feature.
Go to the Training screen to add first aid certificates for team members. Enter the qualification code (e.g. HLTAID011), issue date, expiry date, and provider. FirstAidLog tracks expiry and alerts you before certificates lapse so you can arrange refresher training.
Create an account, set your role to Inspector, then go to your Profile and toggle "List me in the directory". Add your company name, states you cover, certifications, and a short bio. Your listing appears on the public Inspector Directory page where organisations can find and contact you. It's free.
Starter ($39/mo) — 1 user, 10 kits, 1 site, digital inspections, expiry alerts, QR labels. Compliance ($79/mo) — 1 user, 50 kits, 3 sites, QR compliance certificates, incident reporting, full alert system, training records and evidence bundles. Business ($159/mo) — 2 users, 100 kits, 10 sites, custom templates, Xero integration, bulk tools, advanced analytics, priority support. Inspector ($149/mo) — 1 user, 100 kits, unlimited sites, branded certificates and reports, inspector workflow, Xero integration. Read-only viewers are free on every plan. Custom — for larger organisations that want invoicing or help moving their records across — priced to fit. All plans include a 3-day free trial.
Go to Settings → Subscription. Choose a new plan and confirm. Upgrades take effect immediately with prorated billing. Downgrades take effect at the end of the current billing period. You can also switch between monthly and annual billing (save 17% annually).
Yes. Xero is available from Settings → Integrations. It connects with OAuth and keeps your accounting credentials with Xero.
Yes. Choosing annual billing saves the equivalent of 2 months compared to paying month by month (approximately a 17% saving). Annual plans are billed upfront for the full 12 months:
- Starter — $390/yr (vs $468 monthly)
- Compliance — $790/yr (vs $948 monthly)
- Inspector — $1,490/yr (vs $1,788 monthly)
- Business — $1,590/yr (vs $1,908 monthly)
Extras (users, sites or kits over your plan's allowance) are billed monthly on annual plans too. You can switch between monthly and annual billing at any time from Settings → Subscription. See our Refund Policy for details on annual plan cancellations.
Yes. FirstAidLog includes a form builder with 8 field types: short text, long text, number, date, checkbox, dropdown, signature, and section headings. You can create any custom form your workplace needs — safety checklists, vehicle pre-start checks, hazard reports, and more.
Forms can be attached to a specific kit or submitted as standalone records. All submissions are stored in your organisation's form submission log and can be exported as PDF or CSV.
Evidence Bundles let you package multiple inspection reports, compliance certificates, and training records into a single downloadable document. This is designed for situations where you need to submit proof of compliance to a regulator, insurance provider, or enterprise client.
You select which inspections and records to include, and FirstAidLog generates a combined bundle with a cover page, table of contents, and all attached documents. Available on Compliance, Business, Inspector and Custom plans.
Inspector Connections allows professional first aid inspectors to link their account with client organisations. Once connected:
- The inspector can view the organisation's kits and run inspections on their behalf
- Inspection certificates are generated under the inspector's accreditation
- The organisation retains full ownership of their records
- Either party can disconnect at any time from Settings → Inspector Connections
Inspectors on the Inspector plan can connect with unlimited client organisations. Find verified inspectors in your state on the Inspector Directory.
How To: Get Started
Create an Account
Sign up with your email address at firstaidlog.com. You'll receive a confirmation email to verify your account.
Create an Organisation
Set up your workplace organisation with name, ABN, logo, and contact details. Invite team members to collaborate.
Add Your First Kit
Choose from pre-built, brand-free templates (workplace, vehicle, construction, home, outdoor, specialty, AED and fire safety) or create a custom kit. Templates include the standard items with recommended quantities.
Track Expiry Dates
Set expiry dates for each item. FirstAidLog will alert you when items are expiring within 30 days or have already expired.
Run Your First Inspection
Open the Inspection screen, select your kit, and check each item (pass/fail/unchecked). Adjust quantities, add notes, and generate a compliance certificate when done.
How To: Perform an Inspection
Select Kit
Navigate to the Inspection screen. Choose the organisation and kit you want to inspect.
Check Each Item
Tap items to cycle through: unchecked → pass → fail. Expand any item to adjust quantities or add notes.
Complete Environment Checks
Verify the 5 general environment checks: kit cleanliness, location accessibility, signage visibility, container integrity, and incident register presence.
Submit & Generate Certificate
Enter the inspector name and submit. You'll see a completion modal with options to generate a PDF certificate or email the inspection report.
How To: Track Defibrillators & Fire Extinguishers
Add a New Kit
Select "Generic" brand and choose from AED (Basic, Full, Paediatric) or Fire Extinguisher (ABE, CO₂, Foam, Water) templates.
Set Individual Expiry Dates
Each component is tracked separately. Set expiry dates for defibrillator pads, batteries, spare batteries, and the extinguisher service date independently.
Inspect Regularly
Run inspections the same way as first aid kits. The app will track each component's status (pass/fail) and alert you before expiry.
Generate Compliance Records
After each inspection, generate a PDF inspection certificate for your records. These are available for download and audit at any time.
How To: Use QR Code Labels
Generate a Label
Open any kit and tap the "Label" button. Customise the label with organisation branding and print size.
Print & Attach
Print the label via your browser or share as a PDF. Attach it to the kit, cabinet, or wall near the equipment.
Scan to View
Anyone can scan the QR code with their phone camera. They'll be taken to the kit's page on FirstAidLog. Only logged-in users with access can view the full details.
How To: Report an Incident
Start an Incident Report
From a kit detail page tap "Report", or navigate to Incidents → New Incident. Fill in the date, time, location, and patient details.
Record Treatment
Describe the injury and treatment provided. Select items used from the kit — quantities will be automatically deducted from inventory.
Add Witnesses
Record witness details and statements. Mark whether the incident is notifiable under WHS regulations.
Submit & Download
Submit the report. It's saved to your organisation's incident register. Download individual or bulk incident reports as CSV for regulatory submissions.