How to manage AEDs, from import to audit

The first job is a one-time import. You collect the facts you already have about each unit: brand, model, serial number, site, room or floor, and pads expiry date. You add each device to the register and assign a custodian to it. Start with one site, then repeat for the rest. Most of the effort is the data you already hold.

A location path uses building, floor and room, so two units with the same name stay apart. Serial numbers and asset IDs both work as identifiers.

How long setup takes depends on your fleet size and how complete your current records are. You add devices to the register one at a time. If you already keep an AED list, see the note below.

ReadyAED takes over the record keeping. The register shows serial number, location path, site, status, pads expiry, battery percentage and last inspection date. You can search by device, serial number or location, and filter by status, brand or site. Each device carries a printable QR code, and a scan opens the device record. Manuals, certificates and service records upload to the same record. The register covers every brand. See Mixed-fleet AED management.

ReadyAED tracks the inspection schedule for every device and flags a check as Due soon within 30 days. When a check comes due, the register shows who inspected last and who the custodian is, so a shift change does not lose the task. A missed scheduled inspection stays in the device timeline.

Your inspector opens the device on a phone. The inspection screen is phone-first and runs in the browser on Android and iOS phones. The check itself is one short pass through the checklist.

The inspector answers five checklist lines: pads sealed and in date, status indicator ready, battery within range. The last two lines check the cabinet is unlocked and unobstructed, and the rescue kit is sealed and complete. Each line is answered Pass, Fail or N/A. Every line must be answered before the inspection is complete.

Notes are optional. Photos are optional, and they can come from the camera or the library. The progress bar shows the passed and failed counts, and the inspector can save a draft.

A failed line creates a follow-up task automatically, for example order pads, order a battery, raise a service request, clear an obstruction or restock a rescue kit. The finished inspection lands in the device history with the date, the inspector, the result and the battery reading.

Average inspection time: measured average inspection time. For the phone flow in detail, see Mobile AED inspection app.

Alerts watch the dates continuously between checks. Every device shows one of four states: Ready, Due soon, Overdue or Offline. Each state carries an icon and a word, so status never depends on color alone. The four states use the same words in the app, in email and in print.

Your team acts on the alert. The device record gives the reason and two actions: order replacement pads or run an inspection. The overview lists the units that need attention, with overdue devices first. Site staff join by invite, and each device names its custodian and last inspector.

ReadyAED sends five email templates: inspection due, overdue, device used, weekly digest and invite. The consumables view lists every pad, battery and rescue kit that expires in the next 90 days. It shows the devices affected and the reorder cost, and you can create a purchase order in the app. Fulfillment is by partners. ReadyAED sells no consumables. See Expiry & consumables tracking.

An auditor, a board member or an insurer asks for the inspection record. You export a report, a CSV file or the device history in one action. Then you share it with the person who asked. The audit trail records user and system events, device history and inspection history. Documents stay attached to the device they belong to, so you do not hunt for a certificate. The activity feed shows recent events with the actor and the time, and it links to the full audit log.

Your team does nothing extra. Every inspection, note, photo, status change and document upload lands in the record as the work happens. When the question comes, the record is already there. Dates, times, numbers and currency appear the way your region writes them. See Compliance automation for the records side.

ReadyAED keeps records and does not give legal advice. It makes no guarantee about the outcome of any inspection. legal-approved disclaimer text this passage needs legal sign-off