Yes — if employees are working on that shift and your workplace falls within the first-aider requirements, you need to make sure a properly trained first aider is actually available during that shift.

It is not enough for a company to have several valid first-aid certificates on file if all of those employees work day shift while another group works at night with no trained first aider present.

Why shift coverage matters

General Safety Regulation 3 is concerned with whether first aid can be provided when it is needed — not merely whether the company can produce a training certificate during an audit.

Consider a factory with 80 employees:

• 50 employees work day shift;
• 30 employees work night shift;
• Two trained first aiders both work day shift.

On paper, the company may appear to have enough trained people. In practice, the night shift has no first aider available.

1. When is a trained first aider required?

Under General Safety Regulation 3, where more than 10 employees are employed at a workplace, the employer must ensure that a person with a valid first-aid certificate is readily available during normal working hours.

• Shops and offices: at least one trained first aider for every group of up to 100 employees; and
• Other workplaces: at least one trained first aider for every group of up to 50 employees.

2. First aid box requirements are different

These are separate requirements:

• More than five employees: provide a suitable first aid box or boxes at or near the workplace.
• More than 10 employees: ensure appropriately trained first aiders are readily available during working hours.

3. Does every shift legally need a separately appointed first aider?

The practical requirement is availability. If the same trained first aider is genuinely present and available across the relevant working hours, a separate person for every named shift may not always be necessary.

However, in most workplaces with distinct day and night shifts, one person cannot provide coverage for both at the same time.

4. How do you calculate first aiders for shift work?

The safest approach is to calculate your required coverage for each period in which employees are working.

Example: factory with 120 employees

• 70 employees on day shift;
• 50 employees on night shift.

For a factory or similar workplace, the normal ratio is one trained first aider for every group of up to 50 employees.

• Day shift: at least two trained first aiders available;
• Night shift: at least one trained first aider available.

5. What about shops and offices?

Shops and offices use the higher ratio of one trained first aider for every group of up to 100 employees.

6. What happens during lunch, tea breaks and meetings?

First-aid coverage should not disappear because the designated person is on lunch, in a meeting or working off-site.

• A primary first aider;
• A backup first aider;
• Coverage for each shift;
• Coverage for separate buildings or departments; and
• A leave-cover arrangement.

7. What about annual leave and sick leave?

If the only trained first aider goes on leave, the employer still needs suitable first-aid coverage. Employers should avoid planning at the bare minimum where one absence immediately creates a gap.

8. What if employees work overtime?

Overtime can create a compliance gap if the normal first aider has already gone home. This is particularly important for maintenance shutdowns, night work, weekend work, stock takes, emergency repairs, construction activities and remote work areas.

9. Does each branch need its own first aider?

Where branches are separate workplaces, first-aid coverage should be assessed at each workplace rather than using only the company’s national employee total.

10. Can one first aider cover several departments?

Possibly, if the person can realistically respond quickly to all areas concerned. Consider distance, restricted areas, multiple floors, production noise, remote work and the likely injury types.

11. What if the workplace has hazardous chemicals?

The standard numerical ratio may not be enough where employees are exposed to special hazards. The risk assessment may require additional training, eyewash equipment, emergency showers, specialised first-aid supplies or extra trained personnel.

12. Can the shift supervisor also be the first aider?

Yes, provided the employee is properly trained, holds a valid certificate and is genuinely available to respond.

13. Must first aiders be formally appointed?

Written appointments are good practice because they clearly identify who the designated first aiders are, which area or shift they cover and the relevant certificate details.

14. How long is a first aid certificate valid?

A certificate must remain valid for the person to satisfy the workplace first-aider requirement.

Related article: First Aid Level 1 vs 2 vs 3: Which Does Your Workplace Need?

15. Common mistakes employers make

1. Counting certificates instead of coverage

The company has enough trained employees in total, but they are all on the same shift.

2. Forgetting night shift

Day-shift first aid is well organised while the night shift has nobody trained.

3. Ignoring leave

The only first aider goes on annual leave and no replacement is arranged.

4. Allowing certificates to expire

The person is still listed as a first aider, but the certificate is no longer valid.

5. Relying on security staff without checking competence

The guardhouse is assumed to provide emergency assistance, but nobody has verified current first-aid certification.

6. Forgetting overtime and weekend work

Employees continue working after the trained first aider has left the site.

16. First-aider shift coverage checklist

• Count employees at each workplace.
• Confirm which employees work on each shift.
• Calculate the minimum first-aider requirement.
• Ensure trained first aiders are actually available during each working period.
• Check certificate validity and expiry dates.
• Plan leave and sick-leave cover.
• Include overtime and weekend work.
• Check separate departments and remote work areas.
• Consider higher-risk activities and special first-aid needs.
• Keep written appointment records.
• Display the names and locations of first aiders.
• Maintain suitable first-aid boxes.
• Review coverage whenever shifts or staffing change.

Frequently asked questions

Does every shift need a trained first aider?

If employees are working and the workplace falls within the trained-first-aider requirements, the employer must make sure that a valid trained first aider is readily available during those working hours. In a shift-based workplace, this normally means arranging coverage for each shift.

How many first aiders does a factory need?

Where more than 10 employees are employed, the normal ratio for workplaces other than shops and offices is at least one trained first aider for every group of up to 50 employees.

How many first aiders does an office need?

For shops and offices, the normal ratio is at least one trained first aider for every group of up to 100 employees.

Does a workplace with six employees need a trained first aider?

The General Safety Regulations require a first aid box where more than five employees are employed. The trained-first-aider threshold applies where more than 10 employees are employed, although a risk assessment may justify additional arrangements.

Can one first aider cover day shift and night shift?

Only if the person is actually present and readily available during both periods. In workplaces with separate shifts, different trained employees will normally be needed.

Does overtime require first-aid coverage?

Yes. If employees remain at work outside normal shift times, appropriate first-aid arrangements should remain available for the period they are working.

Related articles and services

• First Aid Training
• First Aid Level 1 vs 2 vs 3: Which Does Your Workplace Need?
• Risk-Based First Aid Training
• First Aid Requirements on Construction Sites
• Minimum Contents of a First Aid Kit

Legal reference

• Occupational Health and Safety Act 85 of 1993
• General Safety Regulations — Regulation 3: First aid, emergency equipment and procedures

This article provides general information. First-aid arrangements should also take account of workplace hazards, employee distribution, shift patterns and any additional requirements identified by the employer’s risk assessment.