4 ways to automate first aid kit checks

#1 - Simple checklist

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

What it is: A first aid kit check confirms the kit is ready to use. This version is the tick-list of 12 checks, a pass/fail result, and a notes field. It runs through the contents, dressings, bandages, plasters, eye pads, gloves, a face shield, burn dressings, and checks everything is present, in date, and the kit and signage are in order.

Available on: Basic.

In practice: A single-site kitchen checks its kit monthly. The supervisor works the contents list, marks pass or fail, notes that the blue catering plasters are low and the burn gel expires next month, and the check is logged with the restock needed.

Why it works: The list lives on the canvas, so the check runs through the full contents every time, and the notes field captures exactly what to restock, so the kit is actually ready when someone's hurt.

Steps included:

• 1 checklist (12 contents and condition points)
• 1 pass/fail result
• 1 notes field

When to upgrade:

1. Rota staff run the check and don't all know the contents list
2. You want photo proof the kit was checked
3. You run more than one site and want a named sign-off

#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: restock used items straight away rather than waiting for the next check, replace anything expired, and remember the number and contents of kits should match what your first aid needs assessment calls for, not a generic list.

Available on: Standard.

What it adds to the previous template:

1. The restock-now, not-later habit is spelled out
2. Staff know the kit should match your needs assessment
3. The check is consistent whoever runs it

Why it works: The guidance sits with the checklist, so a new starter knows to restock and replace as they go, not just tick what's there.

Steps included:

• 1 guidance note (restock now, match the needs assessment)
• 1 checklist (12 contents and condition points)
• 1 pass/fail result
• 1 notes field

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

#3 - With photo evidence

Who it's for: Venues that want proof the kit was actually opened and checked, not just logged.

What it is: The guided check plus a photo of the open, stocked kit. A photo of the contents laid out or the open kit is proof it was checked and stocked on the day.

Available on: Standard.

What it adds to the previous template:

1. A photo of the open kit, captured at the time
2. Proof the kit was actually opened and stocked
3. A visual record tied to the day and the kit

Why it works: A contents tick is easy to complete without opening the box. A photo of the open kit proves someone actually checked the stock.

Steps included:

• 1 guidance note (restock now, match the needs assessment)
• 1 checklist (12 contents and condition points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the open kit

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

#4 - With photo and signature

Who it's for: Multi-site groups where each site's first aid provision has to stand up to a health-and-safety audit.

What it is: The photo check plus a signature. The person doing the check signs to confirm the kit was checked and stocked. For a group, that signature makes each site accountable for its first aid readiness.

Available on: Standard.

What it adds to the previous template:

1. A signature confirming the kit was checked and stocked
2. Named accountability for each site's first aid provision
3. A complete record (checklist, photo, signature) an auditor treats as best practice

Why it works: First aid provision is a health-and-safety basic that gets checked after an incident. A signed, photo-backed record shows the kit was kept ready.

Steps included:

• 1 guidance note (restock now, match the needs assessment)
• 1 checklist (12 contents and condition points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the open kit
• 1 signature

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

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 contents list, 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 contents tick can be done without opening the box. If you want proof the kit was checked, #3 adds a photo.

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

• AED check - checking the defibrillator alongside the first aid kit
• Workplace safety walk - the wider hazard walk
• PPE condition check - keeping PPE serviceable

Frequently asked questions

What should be in a first aid kit?

It depends on your first aid needs assessment, not a one-size-fits-all list. A typical workplace kit holds a guidance leaflet, assorted sterile dressings, bandages, plasters (blue for catering), eye pads, safety pins, disposable gloves, a face shield, and burn dressings. The checklist runs through the standard contents; adjust it to your assessment.

How often should a first aid kit be checked?

Commonly monthly, with used items restocked immediately whenever the kit is opened for a real incident. The frequency should come from your needs assessment and how heavily the kit is used. This checklist works for the recurring check.

Why match the kit to a needs assessment?

Because a catering kitchen, an office, and a workshop have different risks and need different kits and quantities. A generic kit may be missing what your actual hazards call for (burn dressings in a kitchen, for example). The guidance note reminds staff the kit should reflect your assessment.

Why photograph the kit?

Because a contents list is easy to tick without opening the box, and an understocked kit only shows up when someone is hurt. A photo of the open kit (version #3) proves it was actually checked and stocked.

Where to go next

A first aid kit is only any use if it's stocked and in date the moment someone is hurt, and quiet depletion is invisible on a tick-only log. A recorded, photo-backed check turns it 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 a low or expiring item to the manager, and pull every site's checks into one report. Those need more review time and will land separately.

→ Build your own first aid kit check on Pilla. The Basic plan unlocks the simple checklist today.