An AED (automated external defibrillator) is a portable device that analyzes a heart rhythm and delivers a shock only when the rhythm calls for one. Owning one does not make a workplace ready. Workplace defibrillator training is a program: the right people trained, a device that works, and skills that stay sharp. By the end of this guide you will have a plan that covers who to train, which course to choose, how to run hands-on practice, and how to keep skills current. Before you start, gather a rough headcount, a floor plan of your site, and the location and model of any AED you already own.
Step 1: Check Your Legal and Insurance Requirements
Rules on AED placement and training vary widely by state and country, and they change. As of 2026, some US states require AEDs in specific building types, such as schools, gyms, and health clubs, while others leave workplaces to decide. Look up your state's rules, then confirm them with your state health department rather than relying on a summary from a third party.
At the federal level in the US, OSHA does not universally require workplaces to have an AED. Its guidance does expect employers to have first aid and CPR (cardiopulmonary resuscitation) capability when emergency medical services are not close enough to respond quickly. Check OSHA's current publications on this point and any industry rules that apply to you, including those for schools, fitness facilities, and healthcare settings.
Next, call your insurance carrier or broker. Ask three questions:
- Does an AED and training program affect your premiums or liability coverage?
- Does the policy expect specific training standards or documentation?
- Are there conditions on coverage if a device is not maintained?
Also read your state's Good Samaritan and AED immunity provisions. Protection for the employer or the rescuer often depends on factors such as trained users, regular device maintenance, and notifying emergency services of the device. Do not assume immunity applies without those conditions being met.
Finish by writing a one-page compliance summary. List each requirement you found, the source, the date you checked it, and who confirmed it. Keep it with your program records. It will save hours during an audit, an insurance review, or a change of safety leadership.
Step 2: Assess Your Site and Decide Who Needs Training
Walk the building with your floor plan and measure the distance from every work area to the nearest AED. The American Heart Association (AHA) has long promoted the goal of getting a device to a patient in about three minutes or less from collapse, because each minute without defibrillation reduces the chance of survival. Use that as your planning target, and remember that the walk includes stairs, doors, and the time to grab the device and return.
Mark the gaps. Coverage problems tend to appear in predictable places:
- Night and weekend shifts with smaller crews
- Warehouses, loading docks, and large open floors
- Outbuildings, parking structures, and remote sites
- Multi-floor layouts where an elevator is the only quick route
- Field staff and remote workers who are rarely on site
If a gap exceeds your target, you may need another device, a different location, or more trained people in that zone.
Now set a trained-responder ratio. A workable starting point is at least two trained people per shift per zone, so one absence does not leave an area uncovered. Name these people as designated responders, list them on a roster, and tell everyone else who they are. Anyone can still use the AED, but designated responders lead the response.
The most common mistake is training only managers or only the safety team. Those groups are often in meetings, off site, or on leave when something happens. Spread certification across roles, departments, and shifts, and include front-desk staff, supervisors, and frontline employees who are physically present most of the day.
Step 3: Choose the Right Course and Certification Level
Match the course to the role. For general staff, an AED and CPR course covers recognizing cardiac arrest, calling emergency services, giving chest compressions, and using an AED. For clinical employees and healthcare settings, BLS (Basic Life Support) is the usual standard. It is CPR and AED training aimed at professionals, with team-based response and advanced airway basics such as bag-mask ventilation. ACLS (Advanced Cardiovascular Life Support) and PALS (Pediatric Advanced Life Support) go further into rhythm recognition, medications, and resuscitation leadership. They matter only if you employ clinicians who work in those roles, and they are not needed for a typical office or plant.
Next, choose a format:
- In-person: Full instruction and practice in a classroom, usually at the provider's location.
- Blended: Online learning followed by a hands-on skills check with an instructor.
- On-site group: An instructor comes to your workplace and trains a team together, often using your own equipment.
Many employers, licensing boards, and regulators require a hands-on skills component before they accept a certification, so an online-only card may not satisfy your obligations. Confirm this with the parties that matter to you before you book.
Vet the provider. Ask whether the curriculum follows current AHA or American Red Cross guidelines, what card is issued, and how long it is valid. AHA cards are commonly valid for two years, but confirm the period printed on the card you will receive. Ask when the provider last updated its materials to reflect the latest guideline release.
If your workplace serves the public, such as a school, clinic, gym, or retail site, request adult, child, and infant modules. Pad placement and technique differ by patient size, and staff should practice each one.
Step 4: Schedule and Prepare the Training Session
On-site group training is usually the most efficient option. It cuts travel time, keeps teams together, and lets people practice in the space where they would respond. Stagger sessions so no department, shift, or zone is left without a trained person while others are in class.
Confirm the equipment before the day. Ask the provider about these ratios and needs:
- One manikin for every two or three learners, so everyone gets enough repetitions.
- A trainer AED that matches the model you own. If they differ, learners practice the wrong prompts and pad placement.
- Enough clear floor space for people to kneel and work around manikins, plus a room where the group can hear the instructor.
If your site has more than one AED model, ask for trainers for each, or run short sessions on each device.
Send pre-course instructions a week ahead. Tell attendees to wear comfortable clothing they can kneel in, and include any online pre-work with a due date. Give the room location, start time, and expected length so people can plan their workload.
Get manager buy-in early. Schedule training during paid time, and ask supervisors to release staff without penalty. Training that happens in lunch breaks or after hours tends to have poor attendance and poor attention.
Plan for accessibility and language needs too. Ask attendees privately whether they need accommodations, such as seated participation options, and ask the provider whether materials or interpretation are available in the languages your team speaks. A person who cannot take part fully will not be ready when it counts.
Step 5: Run Hands-On Practice With Your Actual AED
The classroom is where your program becomes real. Start by walking through the chain of survival in order: recognize cardiac arrest (unresponsive, not breathing normally), call emergency services, start CPR, apply the AED, and follow its prompts until help arrives. Repeat the order out loud until it is automatic.
Have each learner place pads on a manikin using your own device model. Then teach the quick fixes that trip people up in real life:
- Chest hair: Press the pads down firmly; if they do not stick, shave the spot quickly with the razor from the rescue kit and use a fresh set.
- Wet skin: Dry the chest with a towel before applying pads.
- Medication patches: Remove the patch and wipe the area clean.
- Pacemaker or implanted device: If you see or feel a bump under the skin, place the pad at least an inch away from it.
Next, run a timed scenario drill in a realistic location, such as a break room or loading dock. Assign roles: one person starts compressions, one calls emergency services, and one retrieves the AED. Time the sequence from collapse to first shock prompt, and repeat with different people in each role. Drills in real spaces expose problems such as a blocked hallway or a door that needs a key.
The most common mistake is pausing compressions too long, for pad placement, rhythm checks, or swapping rescuers. Coach learners to keep interruptions as short as possible. Current AHA guidance calls for compressions at 100 to 120 per minute and about 2 inches deep for adults, allowing full chest recoil. Manikins with feedback devices, or an instructor watching closely, help learners correct rate and depth on the spot.
Reassure learners about one misconception: an AED will not shock just anyone. It analyzes the rhythm and advises a shock only when one is appropriate. Voice prompts make it usable by untrained bystanders, but practice builds the speed and confidence that matter.
Step 6: Set Up AED Placement, Signage, and Maintenance Checks
Mount the AED where people can find it fast: visible, unlocked, and along common routes such as near entrances, cafeterias, and main corridors. Use a wall cabinet at a reachable height. If the cabinet has an alarm, explain it in training so no one hesitates to open it. Post signs that can be seen from a distance, and place a map of AED locations at entrances and in break rooms.
Assign one named person, with a backup, to check the device every month. The check should cover:
- The status indicator, which shows whether the device passed its self-test.
- The pads, including packaging integrity and expiration dates.
- The battery and its expiration or install-by date.
- The cabinet, signage, and clear access.
Record each check in a log with the date and initials. That log is also evidence for insurers and for the Good Samaritan conditions you looked up in Step 1. Follow the manufacturer's manual for the exact schedule and replacement intervals for your model.
Keep a spare set of pads and a rescue kit with the device. A basic kit holds gloves, a razor, a towel, trauma shears, and a face shield or pocket mask. Pads are single use, so a spare matters if the first set fails to stick or a second patient needs care.
Finally, register the AED where required. Some states and localities ask you to notify the local emergency medical services or add the device to a registry so dispatchers can direct callers to it. As of 2026 these rules differ by location, so verify them with your state or county EMS office and record the confirmation in your compliance summary.
Step 7: Track Certifications and Keep Skills Fresh
Build a simple tracker in a spreadsheet or your HR system. For each person, record the name, role, shift, course type, course date, and expiration date. Set reminders 60 to 90 days before each expiration, which gives you time to book a class and cover the shift.
Certification alone does not keep skills sharp. Research on CPR retention, including studies published in journals such as Resuscitation, has found that performance can decline within months of training, which is why the AHA encourages more frequent, shorter practice. Schedule a 15 to 30 minute refresher drill every quarter, or at least twice a year. Repeat pad placement and a short compression session, and rotate the scenario location so responders practice in different parts of the site.
After any real use or drill, hold a debrief while memories are fresh. Ask what went well, what slowed the response, and what needs to change. After a real event, download the AED's event data as directed by the manufacturer and your medical adviser, and follow your company's incident reporting process. Replace used pads and check the battery before returning the device to service.
Finally, add AED and emergency response steps to new-hire onboarding. Show each new employee where the nearest AED is, who the designated responders are, and how to call for help. Flag new hires in your tracker for training if they fall in a zone or shift that needs coverage.
Test the Plan, Then Put Your First Refresher on the Calendar
Once the pieces are in place, test them with a surprise drill. Choose a random time and place, announce a simulated collapse, and watch what happens: how fast someone calls for help, how long the AED takes to arrive, and whether the responders know their roles. Fix what the drill exposes. Then check the roster shift by shift to confirm each one has a certified responder and a working, logged AED within reach.
Put your first refresher drill on the calendar now, along with the next monthly device check and the earliest certification renewal date. A program that is scheduled will keep running when people change roles or leave.