4 ways to automate AED checks

Liam Jones

Liam Jones

Founder, Pilla App

Date Modified

26 May 2026

I'm Liam Jones, founder of Pilla and a qualified management consultant. I've helped hundreds of businesses set up workflows, and in this article I'm going to show you four real examples of how to set up your AED checks. I'll start from the simplest and then add some more powerful options. You can open up each template in our workflow builder playground as a starting point and experiment for yourself. If you have any suggestions or you need some help, you can email me directly.

Key Takeaways

Article Content

#1 - Simple checklist

Who it's for: Single-site venues with a defibrillator where the manager runs the check themselves and wants the paper checklist on a phone.

What it is: An AED check confirms the defibrillator is ready to use. This version is the tick-list of 8 checks, a pass/fail result, and a notes field. It covers the unit being present and accessible, the status indicator showing ready, the pads present and in date, the battery in date, the case undamaged, and the signage in place.

Available on: Basic.

In practice: A single-site leisure venue checks its AED weekly. The duty manager confirms the green ready light, checks the pad and battery expiry, marks pass or fail, notes the pads expire in two months to reorder, and the check is logged.

Why it works: The list lives on the canvas, so the check covers the same points every time, and the notes field captures the expiry dates, the thing most likely to lapse unnoticed on a device you rarely touch.

Steps included:

  • 1 checklist (8 inspection points)
  • 1 pass/fail result
  • 1 notes field

When to upgrade:

  1. Rota staff run the check and don't all know what the indicator means
  2. You want photo proof the unit was checked
  3. You run more than one site and want a named sign-off
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#2 - With guidance

Who it's for: Venues where the check is delegated to whoever is on the rota.

What it is: The simple check with a guidance note: the status indicator tells you the unit has passed its self-test, the pads and the battery both have expiry dates and both need replacing before they lapse, and the unit must stay accessible and clearly signed so anyone can find it fast.

Available on: Standard.

What it adds to the previous template:

  1. What the status indicator means is spelled out
  2. Staff know to check both pad and battery expiry
  3. The check is consistent whoever runs it

Why it works: The guidance sits with the checklist, so a new starter understands the indicator and the expiry dates rather than just ticking past them.

Steps included:

  • 1 guidance note (status indicator, pad and battery expiry)
  • 1 checklist (8 inspection points)
  • 1 pass/fail result
  • 1 notes field

When to upgrade: When a tick is no longer enough and you want photo proof (AED #3), or a named sign-off (AED #4).

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#3 - With photo evidence

Who it's for: Venues that want proof the unit was actually checked and showing ready.

What it is: The guided check plus a photo of the unit and its status indicator. A photo of the AED with the green ready light visible is proof it was checked and ready on the day.

Available on: Standard.

What it adds to the previous template:

  1. A photo of the unit and indicator, captured at the time
  2. Proof the unit was present and showing ready
  3. A visual record tied to the day and the unit

Why it works: A device you check but rarely use is easy to tick from memory. A photo of the ready indicator proves someone actually looked at it.

Steps included:

  • 1 guidance note (status indicator, pad and battery expiry)
  • 1 checklist (8 inspection points)
  • 1 pass/fail result
  • 1 notes field
  • 1 photo of the unit and indicator

When to upgrade: When the check needs a named, dated sign-off so an audit can see who did it (AED #4).

Playground

#4 - With photo and signature

Who it's for: Multi-site groups where each site's AED has to be shown as ready and maintained.

What it is: The photo check plus a signature. The person doing the check signs to confirm the unit was ready. For a group, that signature makes each site accountable for its defibrillator.

Available on: Standard.

What it adds to the previous template:

  1. A signature confirming the unit was checked and ready
  2. Named accountability for each site's AED
  3. A complete record (checklist, photo, signature) an auditor treats as best practice

Why it works: A defibrillator is a life-saving device that has to work first time. A signed, photo-backed record shows it was kept ready, which matters to insurers and any review after it's used.

Steps included:

  • 1 guidance note (status indicator, pad and battery expiry)
  • 1 checklist (8 inspection points)
  • 1 pass/fail result
  • 1 notes field
  • 1 photo of the unit and indicator
  • 1 signature

When to upgrade: When you want Poppi to flag an expiring pad or battery to the manager, or pull every site's checks into one report. Those versions are coming in the next post update.

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How to pick the right version

You don't need to know our product to choose. Just answer three questions.

Is it just you doing the check, or do other people do it too?

If you do it yourself and know the unit, a plain list is enough. The moment rota staff do it, the guidance needs to be on the screen. If only you check, #1 is fine. If anyone else does, start at #2.

Do you need proof, or is a record enough?

A record tells you the check was logged. A rarely-used device is easy to tick from memory. If you want proof, #3 adds a photo of the ready indicator.

Does someone need to sign off the checks?

In one venue, the record speaks for itself. Across sites, an auditor wants to know who confirmed each. If no sign-off is needed, #3 is enough. If you run more than one site, #4 adds a signature.

Related reading

Frequently asked questions

How often should an AED be checked?

Commonly weekly or monthly, following the manufacturer's guidance. The check confirms the status indicator shows ready and the pads and battery are in date. Because the unit sits unused, a regular recorded check is what stops an expired pad or flat battery going unnoticed.

What does the AED status indicator show?

Most defibrillators run a regular self-test and show a status indicator (often a green light or symbol) confirming they passed. If it shows a fault or a different colour, the unit needs attention. The guidance note explains this so staff know a ready indicator is the headline thing to confirm.

Why do pads and batteries need checking?

Both have expiry dates and both fail silently. Pads dry out and batteries deplete whether or not the unit is used. An AED with expired pads or a flat battery may not work when someone collapses, so checking and recording both expiry dates is the point of the check.

Why photograph the unit?

Because a device that's rarely touched is easy to tick from memory, and it has to work first time. A photo of the unit with its ready indicator (version #3) proves someone actually looked at it on the day.

Where to go next

A defibrillator has one job, to work in the seconds after someone collapses, and an expired pad or flat battery is invisible until then. A recorded, photo-backed check turns its readiness into something you can prove. The versions above move from a simple list to a signed photo record.

Five more versions are coming in the next refresh that bring AI into the check. Poppi can flag an expiring pad or battery to the manager, and pull every site's checks into one report. Those need more review time and will land separately.

ā†’ Build your own AED check on Pilla. The Basic plan unlocks the simple checklist today.