A defibrillator can sit quietly on a wall for years, then become the most important piece of equipment in your workplace in seconds. That is why a workplace AED maintenance guide should not be treated as a filing exercise. It is the practical routine that makes sure your automated external defibrillator, or AED, is ready when a colleague, customer, contractor or visitor needs it.
For workplace leaders, facility managers and WHS teams, AED readiness is part of a wider duty of care. Buying the device is only the first step. Keeping it accessible, functional and supported by people who know what to do is what turns equipment into emergency capability.
Start with ownership, not assumptions
AEDs are often installed with good intent, then responsibility becomes unclear after a staff change, office move or site expansion. Someone needs to own the maintenance process. This person does not need to be a clinician, but they do need the authority and time to complete checks, arrange replacements and escalate issues.
For a smaller workplace, this may be the first aid officer, office manager or business owner. On a larger site, assign a primary AED coordinator and a backup, with clear responsibilities across each building or shift. Record their names in the emergency plan and make sure reception, security and the emergency control organisation know who to contact if the unit signals a fault.
Ownership also means knowing exactly how many AEDs are on site, where they are located and which model is installed. Keep a simple register with the device serial number, purchase date, battery expiry date, electrode pad expiry date, cabinet details and the date of the last inspection. A register gives your team visibility and makes handovers far more reliable.
Workplace AED maintenance guide: the essentials
Your manufacturer instructions are the primary source for maintenance intervals and service requirements. Different AED models use different batteries, pads, self-test systems and status indicators. A sensible workplace routine combines those instructions with regular visual checks and prompt action when anything changes.
Most modern AEDs run automatic self-tests. A flashing green light, ready symbol or audible status signal may indicate the device has passed its internal check. That does not remove the need for a person to inspect it. A device can show ready while its location is obstructed, its cabinet is locked, its pads are nearing expiry or its rescue kit is incomplete.
A documented monthly check is a practical benchmark for many workplaces, although high-traffic, remote or exposed locations may justify more frequent inspections. Follow the manufacturer requirements where they specify a different schedule.
During each check, confirm that:
- the AED is in its designated location, visible and easy to access;
- the status indicator shows the unit is ready, with no fault light, warning message or alarm;
- the cabinet opens as intended and is not blocked by furniture, stock or a parked trolley;
- the battery and electrode pads are within their expiry dates;
- the device exterior, carry case, cable and connectors are clean and undamaged;
- the response kit contains the items your workplace has chosen to keep with the AED, such as gloves, a CPR face shield, scissors, a razor, absorbent towel and spare pads where appropriate; and
- the inspection is recorded, including any action taken.
If your AED is located outdoors, in a warehouse, on a construction site or in a public-facing area, inspect the cabinet, weather protection and signage particularly closely. Heat, dust, moisture, vibration and tampering can affect both access and equipment condition. The right location is not merely where there is spare wall space – it is where people can reach the device quickly and safely.
Watch expiry dates before they become an emergency
AED batteries and pads do not last forever, even if the device has never been used. Expiry dates vary by manufacturer and model, so do not rely on a generic replacement cycle. Check the date printed on the battery and pad packaging, enter it in the register and set reminders well before it expires.
Electrode pads are sealed because their gel must adhere effectively to the person’s chest. Once pads are expired, opened, dried out or damaged, replace them. Use pads approved for your AED model. Substituting products because they look similar can create compatibility problems when time is critical.
Keep an eye on stock availability as expiry dates approach. Ordering replacement consumables early avoids the common problem of discovering that a required battery or pad set is unavailable at short notice. Where your risk profile supports it, keeping a spare in-date set of pads with the AED can reduce downtime after a rescue or damaged package.
After an AED is used, act quickly
An AED needs attention after every deployment, even when it has not delivered a shock. The unit may have recorded event data, the pads may have been opened or used, and the response kit may be incomplete. Take the device out of service only as necessary, arrange a replacement AED if available, and restore readiness as soon as possible.
Follow the manufacturer process for downloading event data and cleaning the device. Protect the privacy of the person involved and manage any recorded information appropriately. Replace used pads, check battery status, replenish response-kit items and carry out the manufacturer’s post-use inspection before returning the AED to service.
This is also the right time for a calm operational review. Was the AED easy to find? Did the cabinet open? Did staff know to call Triple Zero (000), start CPR and send someone to retrieve the defibrillator? Small improvements after a real incident can make a major difference to future response.
Keep access clear and signage obvious
An AED that cannot be found quickly is not truly accessible. Its location should be clearly marked with recognised signage, visible from normal approaches and included on site maps, induction materials and emergency information. If your site has multiple floors, separate buildings or large outdoor areas, consider the time it takes to retrieve the nearest device rather than simply counting how many AEDs you own.
Avoid placing an AED behind a locked internal door, inside a manager’s office or in a storeroom that is regularly cluttered. If security is a concern, choose an alarmed cabinet rather than a location that delays access. In public or after-hours environments, cabinet access arrangements should be tested, not assumed.
Location decisions depend on the workplace. A compact office may need one central, highly visible AED. A school, aged care setting, shopping centre, sporting facility, factory or construction project may need several devices positioned around travel time, operating hours, workforce numbers and likely risks. Australian guidance on AED placement can help inform the decision, but each site needs a practical assessment of its own layout and people.
Maintenance works best with trained people
AEDs are designed to guide a responder with voice and visual prompts. That simplicity is valuable, but it is not a substitute for training. Under pressure, people need confidence to recognise an emergency, call 000, begin CPR, retrieve the AED and follow its prompts until paramedics arrive.
Include AED awareness in first aid and CPR training, emergency exercises and new-starter inductions. Make sure first aid officers, wardens, reception staff, security teams and shift supervisors know the AED locations. In workplaces with frequent visitors, contractors or changing teams, visible signage and regular reminders matter even more.
Training should also reinforce a key point: a person who is unresponsive and not breathing normally needs immediate action. Do not wait for a designated first aider to arrive before calling 000 and starting CPR. The AED can be applied as soon as it is available, with the device guiding the user through the process.
EDS Training Group can help organisations pair practical CPR and first aid capability with emergency planning that reflects how their people and premises actually operate. The goal is not simply to have a compliant device on the wall. It is to give your team a clear, confident response when a life may depend on it.
Build AED checks into your wider safety rhythm
The most reliable maintenance systems are ordinary and visible. Add AED checks to existing workplace inspection schedules, alongside first aid kit reviews, emergency lighting checks or monthly WHS activities. Use calendar reminders, a shared register or facility management system, but avoid a process that relies on one person’s memory alone.
Review your AED arrangements after a workplace change: a relocation, refurbishment, new tenancy, increase in staff numbers, altered operating hours or a change to your emergency plan. These are the moments when equipment can be moved, hidden or overlooked.
A ready AED is a quiet sign of responsible leadership. Check it, protect access to it and make sure the people around it know how to respond. When the unexpected happens, that preparation gives everyone a better chance to act with purpose.
