How to Use FirstAidLog

1 Create Your Account

Sign up with your email and password, or use a magic link for passwordless login. You'll be assigned the viewer role by default.

2 Join or Create an Organisation

First aid kits are organised by workplace. Either:

• Join an existing org: Your admin will invite you via the Members screen
• Create a new org: Tap Add Organisation from the Organisations tab. You'll automatically become the org admin

3 Add Your First Kit

Go to the Kits tab → tap + New Kit. You can:

• Start from a template — 215+ options including FastAid, St John, and Survival brand kits, plus generic (Office, Vehicle, Construction, Sports, Home), Fire Safety, and AED/Defibrillator templates
• Create a blank kit and add items manually
• Use GPS auto-detect to set the location automatically
• Template items auto-populate with estimated expiry dates and minimum quantities matching what the kit ships with

4 Explore the Dashboard

Once you've set up your first kit, you'll have access to:

• Alerts tab: See expiring items, low stock, and upcoming inspections at a glance
• Incidents tab: File and manage incident reports
• Training tab: Track team qualifications and certifications
• Organisations tab: Manage members, roles, and settings

Kit Templates

Save time by using built-in or custom templates:

• Built-in templates: Pre-configured for common workplace types
• Custom templates: Save any kit configuration as a template via the kit detail menu
• Template management: Edit or delete custom templates from the Template Management screen

QR Labels

Generate and print QR code labels for each kit. When scanned, the QR code opens the kit directly in FirstAidLog. Access this from the kit detail screen → Print Label.

Bulk Operations

Long-press on a kit to enter bulk selection mode. You can select multiple kits and delete them in one action.

Kit Locations & GPS

When adding or editing a kit, you can:

• Tap "Use Current Location" to auto-fill GPS coordinates from your device
• Enter a manual address or building/room description
• Location data is stored with the kit and appears on QR labels

Assigning a Responsible Person

Each kit can have a responsible person — the staff member accountable for restocking and inspections. Set this from the kit detail screen under Kit Details → Responsible Person.

1 Adding Items to a Kit

From the kit detail screen, tap Add Item. For each item you can set:

• Name & category — choose from common categories (Bandages, Medications, PPE, Equipment, etc.)
• Quantity & minimum stock level — triggers low-stock alerts automatically
• Expiry date — scan with OCR or use the date picker
• Barcode — scan product barcodes for quick identification

2 Tracking Expiry Dates

FirstAidLog monitors expiry dates and alerts you at three stages:

• 90 days before: Info-level alert in the dashboard
• 30 days before: Warning alert — item highlighted in yellow
• Expired: Critical alert — item highlighted in red, kit compliance drops

3 Managing Stock Levels

Set a minimum quantity for each item. When stock drops below this threshold:

• A low stock warning appears on the Alerts screen
• The item shows an orange indicator on the kit detail screen
• If push notifications are enabled, you'll receive a mobile notification

4 Quick Restocking After Incidents

When an incident consumes items from a kit:

1. Items used are recorded in the incident report
2. Kit stock levels are updated automatically
3. Low-stock alerts trigger if quantities drop below minimum
4. Restock by editing the item quantity from the kit detail screen

Filing an Incident Report

The incident wizard guides you through 4 steps:

1. Details: Date, time, location, patient info, first aider details (auto-filled from your profile)
2. Evidence & Items: Mark items used from kit inventory, attach photos, add witnesses
3. Review: Check all details before submitting
4. Submit: The incident is saved and kit stock levels are updated automatically

Exporting & Sharing Reports

From the incident detail screen, use the Actions section at the bottom:

• Send Email: Sends a branded HTML report via email to the relevant parties
• Download PDF: Generates and shares a PDF version of the report
• Export CSV: Available from the incidents list header for bulk export

Running an Inspection

From a kit's detail screen, tap Inspect Kit:

1. Go through each item — mark as Pass or Fail
2. Complete environment checks (temperature, access, signage, etc.)
3. Add photos and notes as needed
4. Submit — a compliance score is calculated automatically

Compliance Certificates

After completing an inspection, the Actions modal offers:

• Generate Certificate: Creates a PDF certificate formatted to WHS Code of Practice standards with summary cards, item results table, and environment checks
• Send Email Report: Emails the inspection results to stakeholders

The next inspection date is auto-calculated and added to the kit's record.

Adding Training Records

Track first-aider qualifications from the Training tab:

• Enter officer name, certificate number, course type, provider, and dates
• Or scan a certificate — OCR will auto-fill officer name, cert number, course type, provider, and dates
• Assign trained staff to specific kits

Certificate Verification

Organisations can verify first-aider certificates:

1. First aider uploads their certificate → status becomes pending
2. Org admin reviews in the Verify Certificates screen
3. Admin verifies ✓ or rejects ✗ (rejection requires a reason)

Organisation Setup

• Custom branding: Upload your organisation logo from the org settings
• Member management: Add/remove members, assign roles
• Inspector connections: Link external inspectors to your organisation
• Subscription management: View plan, usage, and upgrade from the Subscription screen

Switching Organisations

If you belong to multiple organisations, use the Organisation Switcher in the header to switch between them. All data (kits, incidents, training) is scoped to the active organisation.

Smart Alerts Dashboard

The Alerts screen shows three priority levels:

• 🔴 Critical: Expired items, empty kits
• 🟡 Warning: Items expiring within 30 days, low stock approaching minimum
• 🔵 Info: Upcoming inspections, training renewals

Tap any alert to navigate directly to the affected kit or item.

Push Notifications (Mobile)

On iOS and Android, FirstAidLog schedules local push notifications for:

• Items expiring soon
• Low stock warnings
• Upcoming inspection due dates
• Training certificate renewals

Fire Extinguisher Management

FirstAidLog includes 6 fire safety templates covering all common extinguisher types:

• ABE Dry Chemical — general purpose (offices, workshops, vehicles)
• CO₂ Carbon Dioxide — electrical equipment and server rooms
• Wet Chemical — commercial kitchens (Class F fires)
• Foam — flammable liquids (warehouses, fuel storage)
• Water — paper, wood, textiles (Class A fires)
• Fire Blanket Station — kitchens and laboratories

Each template includes the extinguisher, bracket, signage, inspection tags, and a fire blanket where appropriate. Service intervals (60 months) and inspection tag quantities are pre-configured.

AED / Defibrillator Tracking

Three AED templates let you track every component individually:

• Basic AED Station — AED unit, adult pads, battery, CPR face shield, prep razor, gloves
• Full AED Station — adds a wall cabinet with alarm, AED signage, and rescue towel
• Paediatric AED Station — includes both adult and paediatric pads

Expiry Dates on Everything

When you create a kit from any template, every item gets an estimated expiry date based on its type:

• Medications, antiseptics, eye wash: 24 months
• Bandages, dressings, gloves, masks: 36 months
• AED batteries: 48 months
• Fire extinguishers, fire blankets: 60 months
• Hardware (cabinets, brackets, signage): no expiry

You can always override the auto-calculated date when adding or editing items.

Barcode & QR Scanning

FirstAidLog supports multiple scan types:

• Product barcodes: Scan item barcodes when adding items to auto-identify products
• Kit QR codes: Scan a printed kit QR label to jump directly to that kit's detail screen
• Custom QR: Generate custom QR codes for any kit from the Print Label option

OCR for Expiry Dates

When adding or editing an item, tap the camera icon next to the expiry date field:

1. Point the camera at the product packaging where the expiry date is printed
2. The OCR engine detects date patterns (DD/MM/YYYY, MM/YYYY, etc.)
3. The detected date auto-fills into the expiry date field
4. Review and confirm — tap to edit if the OCR misread

OCR for Training Certificates

When adding a training record, tap Scan Certificate:

• Photograph or upload the certificate document
• The OCR engine extracts: officer name, certificate number, course type, training provider, issue date, and expiry date
• Extracted fields are pre-filled — review and confirm each field
• Original scan is stored as an attachment for verification

Incident Report PDF

Generate a professional PDF of any incident report:

1. Open the incident detail screen
2. Scroll to the Actions section
3. Tap Download PDF — a branded PDF is generated with all incident details, patient info, items used, and witness information
4. Share via email, save to files, or print directly

Inspection Compliance Certificate

After completing a kit inspection:

• Tap Generate Certificate from the inspection result screen
• The certificate includes: compliance score, item-by-item results, environment checks, inspector details, and next inspection date
• Formatted to WHS Code of Practice standards for regulatory compliance
• Save or share as PDF

Bulk CSV Exports

Export data in bulk from any list screen:

• Incidents list: Export all incidents as CSV with date range filter
• Inspections list: Export inspection history and compliance scores
• Training records: Export training register for HR/compliance audits
• Kit inventory: Export full item lists with stock levels and expiry dates

Email Reports

Send reports directly from the app:

• Incident emails: Sends a branded HTML report to managers, safety officers, or regulators
• Inspection emails: Distributes inspection results to stakeholders
• Recipients can view the full report without needing a FirstAidLog account

Australian WHS Requirements

Under Australian Work Health & Safety laws, workplaces must:

• Provide adequate first aid equipment for the types of hazards present
• Ensure trained first aiders are available during work hours
• Keep first aid kits stocked, maintained, and accessible
• Record and report notifiable incidents to the relevant regulator

FirstAidLog helps you meet all of these requirements through automated tracking, alerts, and compliance certificates.

Notifiable Incidents

Certain incidents must be reported to your state/territory WHS regulator. FirstAidLog flags these during incident reporting:

• Death of any person
• Serious injury or illness requiring immediate hospital treatment
• Dangerous incidents (near-misses that could have caused serious harm)

When a notifiable incident is detected, additional fields appear for:

• Regulator name and notification number
• Date and time of notification
• Follow-up status tracking

Inspection Schedules

Best practice inspection frequencies:

• Monthly: Check for expired items, low stock, and general condition
• Quarterly: Full inspection with environment checks (temperature, access, signage)
• After each use: Restock consumed items and inspect remaining contents

FirstAidLog auto-calculates the next inspection date after each inspection and sends you a reminder.

Record Retention

WHS regulations require you to keep first aid records for specific periods:

• Incident reports: Minimum 30 years (serious injuries), 5 years (general)
• Inspection records: Minimum 5 years
• Training records: Duration of employment plus 7 years

FirstAidLog retains all records indefinitely and exports are available at any time for audits.

Role Hierarchy

FirstAidLog uses a 5-level role system. Higher roles inherit all permissions of lower roles:

• Admin — Full system access, manage all organisations, view admin panel
• Org Admin — Manage organisation members, kits, inspections, training, subscriptions
• Inspector — Run inspections, generate certificates, view compliance data
• First Aider — File incidents, update stock, manage own training records
• Viewer — Read-only access to kits and reports

Changing a Member's Role

Only Org Admins and Admins can change roles:

1. Go to Organisation → Members
2. Tap on the member whose role you want to change
3. Select the new role from the dropdown
4. The change takes effect immediately

View-As Mode (Testing Permissions)

Admins and Org Admins can temporarily view the app as a lower role:

• Tap the View As banner at the top of the screen
• Select a role to simulate (e.g., view as a First Aider)
• The UI adapts to show only what that role can access
• Tap Exit View-As to return to your actual role

Updating Your Profile

From the bottom tabs, go to Settings:

• Update your display name and contact details
• View your current role and organisation
• Manage notification preferences

Login Methods

FirstAidLog supports two login methods:

• Email + Password: Traditional login with your email and a secure password
• Magic Link: Enter your email and receive a one-time login link — no password needed

You can switch between methods at any time. Magic links expire after 1 hour.

Subscription Management

Manage your plan from Settings → Subscription:

• View current plan, usage, and billing cycle
• Upgrade to unlock more kits, members, and features
• Cancel or downgrade — access continues until the end of the billing period
• View payment history and download invoices

Deleting Your Account

To delete your account, contact us at support@firstaidlog.com. We'll remove all personal data within 30 days in accordance with our Privacy Policy.

Keyboard Shortcuts (Web)

When using FirstAidLog on the web, these shortcuts speed up common actions:

• Ctrl/⌘ + N — New kit
• Ctrl/⌘ + I — New incident report
• Ctrl/⌘ + K — Quick search / jump to kit
• Esc — Close modals and menus

Haptic Feedback (Mobile)

On iOS and Android, FirstAidLog uses haptic feedback for:

• Successful actions (item added, inspection submitted)
• Destructive actions (delete confirmation)
• Pull-to-refresh completion

Haptic feedback respects your device's system settings.

Cross-Platform Sync

Your data syncs in real-time across all devices:

• Add an item on your phone → it appears on web instantly
• Complete an inspection on a tablet → the certificate is available everywhere
• Changes sync via Supabase Realtime — no manual refresh needed

Image Compression

Photos attached to incidents and inspections are automatically compressed:

• Images are resized to a reasonable resolution for documentation
• JPEG compression reduces file size while maintaining readability
• This saves storage and speeds up sync on slow connections

"Login Failed" or "Session Expired"

• Check your email and password are correct
• If using magic link, check your spam folder — links expire after 1 hour
• Clear browser cache/cookies and try again
• On mobile, force-close and reopen the app

"Unable to Sync" or Connection Errors

• Check your internet connection
• A connectivity banner appears when you're disconnected
• Try refreshing the page or restarting the app
• If a save fails, you'll see a red notification with details — try again when connected

OCR Not Detecting Text

• Ensure good lighting — avoid shadows on the text
• Hold the camera steady and keep the text in focus
• Flatten crinkled packaging for a clearer read
• Try again from a different angle if the first scan fails
• You can always enter the date/details manually as a fallback

App Running Slowly

• Close other browser tabs (web) or apps (mobile) to free memory
• If you have many kits (50+), try filtering by organisation or location
• Clear app cache from device settings if the app becomes unresponsive
• Update to the latest version — we regularly release performance improvements

Notifications Not Appearing

• Check that notifications are enabled in your device settings
• On iOS, go to Settings → Notifications → FirstAidLog and enable alerts
• On Android, check that the app is not in "battery optimization" mode
• Web push notifications require browser permission — check for a blocked popup