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First-aiders register

For the helpdesk team

First-aiders register

Section titled “First-aiders register”

The Health and Safety (First-Aid) Regulations 1981 require employers to maintain an adequate number of qualified first-aiders. The HSE expects a register listing who they are, what they’re certified for, and when their certificates expire.

What’s on an entry

Section titled “What’s on an entry”
  • Display name — the first-aider. Free-text so non-staff (e.g. visiting contractors with first-aid certification) can be recorded. Auto-populated from the linked person or user if left blank.
  • Linked person — optional FK to the people register. Strongly recommended for staff — the row picks up their current role and contact details.
  • Linked user — optional FK to a Keystone user account.
  • Qualification — free-text. Record the full qualification name: “First Aid at Work (HSE-approved)”, “Emergency First Aid at Work”, “Paediatric First Aid”, etc.
  • Issuing body — the certifying organisation.
  • Issued at — date the certificate was awarded.
  • Expires at — date it lapses. The system flags entries as expiring soon at 60 days before expiry, and expired after.
  • Paediatric first aid — flag. Mark when the qualification specifically covers paediatric / EYFS first aid.
  • Lead first-aider — flag. Distinguishes the designated lead from additional qualified staff.
  • School — which site they cover. A multi-site trust needs cover per-site.
  • Notes — anything else (AED responsibility, SEND specialism, etc.).

Identity validation

Section titled “Identity validation”

The form requires at least one of display_name, linked person, or linked user. You can’t create an entry with all three blank — there has to be a human attached.

How many first-aiders to have

Section titled “How many first-aiders to have”

HSE guidance is risk-based:

  • Low-risk (offices, primary schools) — 1 EFAW per 50 staff, plus an appointed person.
  • Higher-risk (secondary schools with workshops, sports facilities) — 1 FAW per 50 staff.
  • Specialist (early years, EYFS) — paediatric first aid is mandatory for at least one person on-site.

The system doesn’t enforce this — it’s a judgement. Use the register to see whether you’re meeting your target.

Gotchas

Section titled “Gotchas”
  • The system flags certificates expiring within 60 days. Set a calendar reminder before that window closes so you can confirm the refresher course before the cert lapses.
  • Qualification is free-text — agree internal vocabulary so entries are consistent. “First Aid at Work (Qualsafe)” and “FAW” are two different text strings when searching.
  • A leaver’s row should have expires_at set to the leave date rather than being deleted. The audit trail wants to show who was qualified at any point in time.
Section titled “Related”