First-aider calculator for businesses
Under section 26 of DGUV Regulation 1, an office with 2 to 20 people present needs one first aider. With more than 20 present, administrative and commercial businesses need 5%, other businesses 10%, rounded up in each case. What counts is the people present at the same time, not the staff list: with 60 employees of whom 40 are on site, that is two first aiders. The calculator works out your need from headcount and absence rate.
Rule under DGUV Regulation 1 (section 26): with 2 to 20 insured persons present, 1 first aider; with more than 20, at least 5% in administrative/commercial businesses, otherwise 10% of those present (rounded up). Since not everyone is on site at once, we calculate with those present. First aiders refresh their training every two years. Guidance, not legal advice.
How the calculation works
The legal basis is Section 26 of DGUV Regulation 1. What counts is the insured persons present at the same time, not the payroll list. This is where the calculation most often goes wrong in practice.
If you would rather hand over the duty, the page on the external occupational safety specialist sets out what they take on in an office.
up to 20 present: 1 first aider
more than 20 present: 5% (administrative and retail businesses)
more than 20 present: 10% (other businesses)
the result is rounded up
| Present at the same time | Administrative and retail businesses | Other businesses |
|---|---|---|
| 2 to 20 | 1 first aider | 1 first aider |
| more than 20 | 5 percent, rounded up | 10 percent, rounded up |
| Example: 40 present | 2 first aiders | 4 first aiders |
| Example: 61 present | 4 first aiders | 7 first aiders |
Two examples
- Office with 18 employees: even with everyone in, one person is enough. Below the threshold of 20, one first aider suffices.
- Administration with 60 employees, 40 typically present: 5 percent of 40 is 2.0, so two first aiders. If one is on leave and the other works from home, the business has none. A buffer is therefore normal.
What the figure does not cover
- The refresher. First aiders are retrained every two years. If the deadline is substantially exceeded, the full course is required again.
- The distribution. Training all first aiders in one department meets the number but not the purpose. Spread them across floors and areas.
- Supplies and the notice. This includes a reachable first-aid kit and a current first-aid notice.
The full picture is in First aid in the office. All thresholds for first aiders and fire wardens in one table are in the article on the number of fire wardens and first aiders.
The second role in the emergency organisation is calculated by the fire safety helper calculator, likewise from the people present at the same time, with a guideline of 5 percent.
Who makes a suitable first aider
The selection determines whether the calculation holds in daily practice. Three criteria work well:
- Regularly present. Someone mostly in the field or working remotely is rarely available in an emergency.
- Spread across floors and areas. Training all first aiders in one department meets the number but not the purpose: during a team offsite nobody is left in the building.
- Voluntary. The role depends on someone wanting to take it on. Assigning it against someone's will rarely produces first aiders who act.
Legal basis
- DGUV Regulation 1, section 26: number and training of first aiders, the basis of the calculation with 1 first aider up to 20 and 5 or 10 percent above that.
- DGUV Regulation 1 "Principles of prevention": the accident insurers' regulation that contains the first-aid organisation (sections 24 to 28).
- DGUV Information 204-022 "First aid in the workplace": explains training, the refresher every two years and how to distribute first aiders.
- ASR A4.3: first-aid rooms, supplies and facilities, so the first-aid kit and the notice that go with the number.
Frequently asked questions
Why calculate with those present rather than the whole workforce?
Because in an emergency only the people on site can help. Section 26 of DGUV Regulation 1 refers to insured persons present. With extensive remote or field work the figure is well below the payroll, but the minimum cover has to hold on every working day.
Who pays for the training?
The cost of the course and the refresher for workplace first aiders is generally covered by the responsible employers' liability insurance association. The business bears the working time spent on training.
How often must the training be refreshed?
As a rule every two years through a refresher at an authorised provider. If that deadline is substantially exceeded, a full first-aid course is required again rather than the shorter refresher.
Does the 5 percent rule apply to us?
The 5 percent applies to administrative and retail businesses, meaning the classic office. In other businesses it is 10 percent of those present. What counts is the actual activity, not the company name.
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