Home
›
Specialty Areas & Additional Product Ranges
›
First Aid in the Workplace: Equipment, Duties, and Organization
First Aid in the Workplace: Equipment, Duties, and Organization
by Anna Ullmann on Jan 09, 2026WIEPA PRACTICAL GUIDE
Properly Organizing First Aid in Your Company
From first responders and first aid kits to documentation: This is how to create a robust first aid organization that functions in an emergency and remains auditable in everyday operations.
In short: Workplace first aid is not just about a first aid kit. Companies must assess hazards, appoint and train a sufficient number of first responders, provide suitable materials, mark locations, document first aid services, and regularly check equipment. The scope and organization depend on the type of business, number of employees, spatial structure, and specific risks.
What components are part of workplace first aid?
An effective organization combines people, materials, and clear procedures. Only when all three areas fit together is help quickly available. Especially in buildings with multiple floors, remote offices, workshops, or large facilities, a central kit is often not enough.
| Component | What is practically required | Common mistake |
|---|---|---|
| First Aiders | Sufficient number of trained and regularly retrained individuals per shift and location | Vacation, illness, or shift work are not considered |
| First Aid Material | Suitable first aid kits, supplementary equipment according to hazard assessment, and accessible locations | Material is expired, incomplete, or locked away |
| Marking | Clearly visible emergency signs, notices, and understandable routes | Signage is only visible from one direction |
| Alarming | Emergency call options, internal reporting channels, and clear responsibilities | Nobody knows who the guide or contact person is |
| Documentation | Confidential recording of every first aid service and secure storage | Minor injuries are not recorded at all |
How many first aiders does a company need?
According to the regulations of the statutory accident insurance, generally: For two to twenty insured persons present, at least one first aider is required. For more than twenty insured persons present, in administrative and commercial businesses, five percent are generally designated as first aiders, and in other businesses, ten percent. The number of actually present persons is decisive. Therefore, shifts, vacation, home office, field service, and sick leave must be considered.
Practical rule: Don't plan too tightly. A nominally sufficient number of first aiders is of little help if no one is available on a Friday evening or at a remote location.
Selecting and correctly placing first aid kits
The required number and type of first aid kits depend on the company size, activities, and spatial conditions. For many workplaces, small first aid kits according to DIN 13157 or large first aid kits according to DIN 13169 are used. However, the standard alone does not replace the hazard assessment. In kitchens, workshops, laboratories, production, or field service, additional products may be useful or necessary.
These points are important
- Quick accessibility: Material must be reachable without long distances.
- Free access: No storage behind locked doors or cluttered cabinets.
- Protection: Store cleanly, dry, and protected from damaging influences.
- Marking: Mark location with emergency signs.
- Control: Document and check completeness, packaging, and expiry dates.
First aid in companies with multiple locations
In branches, care facilities, schools, construction sites, or decentralized offices, each location should have its own minimum organization. Central purchasing can standardize articles and inspection routines, but it cannot replace on-site responsibility. Uniform checklists, fixed inspection intervals, defined refill kits, and a designated person responsible per building or area are useful.
Documentation and data protection
Even minor first aid services must be documented traceably, as claims against the statutory accident insurance may arise later. The records contain health data and must therefore be protected from unauthorized access. An openly viewable first aid logbook is unsuitable. Digital or paper-based solutions should consider access rights, storage, and secure disposal.
Implementation plan in seven steps
- Check hazard assessment and spatial structure.
- Determine present employees per shift and location.
- Define first aider requirements and plan for absences.
- Determine first aid kits and supplementary equipment.
- Define locations, emergency signs, and alarm routes.
- Organize monthly visual inspection and documented full inspection.
- Refill immediately after use and repeat training.
Frequently asked questions
How often must first aiders be retrained?
Retraining usually takes place every two years. Authorized training centers are responsible.
Does every minor injury need to be documented?
Yes. Even minor first aid services should be documented so that a later connection with health consequences remains verifiable.
Can a first aid kit be locked?
It must be quickly accessible in an emergency without avoidable delay. Storage that practically hinders access is therefore unsuitable.
Does every floor need its own first aid kit?
That depends on routes, company size, and hazards. The hazard assessment must ensure that help is quickly accessible.
Is a defibrillator mandatory?
There is no general obligation for every company. Depending on the hazard assessment, public traffic, company size, and emergency service response times, an AED may still be useful.
Relevant Wiepa guides
Our articles on occupational safety in companies, hygiene and cleaning, and health in the office provide additional help.
Central Procurement of First Aid Equipment
Wiepa supports companies in Wiesbaden and the Rhine-Main area with first aid kits, refill materials, marking, and standardized requirement lists. Personal, straightforward, and tailored to locations and work areas.
