Defibrillator Monthly Functional Check Log
Track each AED’s monthly self-test, pad condition, battery status, and any corrective action in one place. This log helps you catch readiness issues before the device is needed.
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Overview
This Defibrillator Monthly Functional Check Log template is for documenting whether each AED is ready for use. It captures the check month, device ID, and location, then records the self-test result, status indicator, audible alarm or error condition, pad presence and expiration, battery status, and any corrective action required.
Use it when you need a repeatable monthly inspection record for one or many devices, especially across offices, schools, gyms, warehouses, clinics, or other public-facing sites. The structure is intentionally narrow: it focuses on observable readiness checks, not incident reporting or medical intake. That keeps the form fast to complete and easier to audit later.
Do not use this template as a replacement for incident documentation after a rescue event, manufacturer service records, or a broader safety management system. It is also not the right place to collect unnecessary PII or narrative detail. If a device fails inspection, the template should capture the issue clearly and route the corrective action to the right owner. The goal is simple: confirm the AED is present, functional, and ready, or document exactly what needs attention.
Standards & compliance context
- Keep the form aligned with your workplace safety policy and device maintenance schedule so monthly checks are documented consistently.
- Apply GDPR data minimization if you collect names or other PII by limiting fields to what is needed for inspection and sign-off.
- If the log is used in a public or employee-facing workflow, keep labels clear and accessible to support WCAG 2.1 AA usability.
- Use an audit trail for corrective actions so you can show when a failed AED check was identified, assigned, and resolved.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Check Details
This section anchors the record to a specific month, device, and location so each inspection is traceable.
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Month of Check
Select the month the functional check was completed.
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AED / Defibrillator ID
Enter the asset tag, room number, or other unique device identifier.
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Device Location
Enter the current location of the device.
Functional Status
This section captures the device’s own readiness signals and any error conditions that need follow-up.
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Self-Test Result
Record the device self-test result shown on the unit or indicator.
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Status Indicator
Record the visible readiness indicator on the device.
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Audible Alarm or Error Message Observed?
Select Yes if the device displayed an alarm, warning, or error message.
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Functional Issue Details
Describe the issue observed and any immediate actions taken.
Pads and Battery
This section verifies the consumables that most often make an AED unusable when they are expired, missing, or damaged.
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Pads Present?
Confirm that electrode pads are present with the device.
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Pads Expiration Date
Record the expiration date if visible on the pad package.
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Pads Condition
Record the condition of the pads and packaging.
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Battery Status
Record the battery status shown by the device or indicator.
Corrective Actions and Sign-Off
This section turns the inspection into an accountable record by showing what was fixed, who checked it, and whether the log is complete.
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Corrective Action Required?
Select Yes if any issue needs maintenance, replacement, or escalation.
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Corrective Action Details
Describe the action needed, such as pad replacement, battery replacement, or service request.
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Checked By
Enter the name or role of the person completing the check.
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I confirm this monthly functional check was completed accurately.
Confirmation statement for audit trail and accountability.
How to use this template
- Create one record per AED and prefill the device ID, device location, and check month so the inspector only has to confirm current status.
- Assign the monthly check to a trained custodian or facilities owner who can verify the device, inspect the pads and battery, and escalate failures.
- Complete the functional status fields by recording the self-test result, indicator state, audible alarm or error, and any visible issue details.
- Inspect the pads and battery, entering whether pads are present, whether the expiration date is valid, whether the pads are in good condition, and whether the battery status is acceptable.
- If any field indicates a problem, mark corrective action required, describe the fix or escalation, and save the completed check with the signer’s name and completion status.
- Review the log after submission to confirm the record is stored, the issue owner is notified, and the device remains out of service until the problem is resolved when needed.
Best practices
- Use a date picker or month selector for check_month so the record is consistent and easy to sort.
- Keep device_id and device_location standardized across all logs so each AED can be traced without ambiguity.
- Mark pads_present, battery_status, and check_completed as clearly required or optional based on your process, not by making every field mandatory.
- Use conditional logic to reveal functional_issue_details and corrective_action_details only when a failure or follow-up is present.
- Record the actual self-test result and indicator state instead of writing generic notes like "looks fine."
- Check pad expiration dates directly on the packaging and replace any expired or damaged pads before closing the log.
- Route failed checks to a named owner immediately so the log becomes an action record, not just a history entry.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What is this template used for?
This template records the monthly readiness check for each defibrillator or AED. It captures the device ID, location, self-test result, indicator status, pad condition, battery status, and any corrective action taken. Use it to document that the device was checked and to flag problems before an emergency.
How often should this log be completed?
It is designed for a monthly check cadence. If your organization has a stricter internal policy, manufacturer requirement, or site-specific safety program, you can shorten the interval. The key is to keep the cadence consistent and documented for every device.
Who should fill out the log?
A trained staff member, facilities team member, safety coordinator, or other assigned AED custodian should complete it. The person signing off should be able to verify the device status, inspect pads and battery condition, and escalate issues when needed. Keep the assignment clear so checks are not missed.
Does this template have a compliance angle?
Yes. AED readiness logs support workplace safety documentation and help show that equipment inspections are being performed on schedule. If you collect names or other PII, keep the form limited to what you need and make the submission purpose clear. If your process is part of a regulated safety program, align the log with your internal policy and retention rules.
What are the most common mistakes when using this log?
The biggest issues are skipping the device location, leaving the self-test result vague, and not documenting corrective action when a problem is found. Another common mistake is recording battery or pad status without checking expiration dates or physical condition. The form works best when each field is completed with a specific, observable result.
Can this be customized for multiple sites or device types?
Yes. You can add site codes, department names, floor numbers, or device model fields if you manage AEDs across several locations. If some devices have different indicator lights or self-test behavior, use conditional logic to show only the fields that apply. Keep the form narrow enough that monthly completion stays quick.
How does this compare with an ad hoc checklist or spreadsheet?
A structured template gives you consistent fields, clearer validation, and a cleaner audit trail than free-form notes. It also makes it easier to spot repeated failures, missing checks, or devices that need replacement. Spreadsheets can work, but they often drift into inconsistent wording and incomplete entries over time.
What should happen after someone submits the log?
If the device passes, the record should be stored as part of the inspection history. If there is a failed self-test, missing pads, low battery, or an error alarm, the log should trigger corrective action and escalation to the responsible team. The form should make that next step explicit so issues do not get lost.
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