Many organisations meet the legal requirements for first aid – and yet still fall short when an emergency actually occurs. A workplace accident, a fire, or a cardiac arrest. A dangerous situation can escalate within seconds. People react instinctively: they call for help, dial emergency services, or reach for phone numbers posted somewhere on the wall. What often results is exactly what should be avoided: an uncoordinated response, even though processes are defined on paper. Minutes can pass before First Responders arrive. First Responders are appointed, but not always findable or actually available. Alerts are sent through established structures such as phone chains or central points of contact, causing delays. At the same time, the complete and traceable documentation required by authorities and insurers is frequently missing. In this presentation, Safeguard uses concrete examples from over 750 organizations to demonstrate how a modern workplace emergency response organization functions in practice: knowing who is on-site, alerting the right people within seconds in an emergency, coordinating the incident in a structured manner, and subsequently documenting and evaluating it transparently. Three key questions will be answered: - How do I ensure that sufficient First Responders are on-site in case of an emergency? - How can fast and targeted alerting be achieved in seconds, with First Responders on the scene quickly? - And how can legally compliant documentation be implemented efficiently? The presentation is aimed at professionals in occupational safety, HSE and operations who want to further develop their existing structure and improve it in a practical way. The problem: Compliant on paper, real-world chaos In an emergency, it is often chance rather than system that determines who helps and how quickly a response is made. - Health and safety regulations require employers to provide adequate first aid coverage, but "adequate" is often only met on paper in practice - Attendance lists do not show who is actually on-site and available, especially with remote working, shift work and large sites - In emergencies, alert chains frequently fail to work reliably: phone lists, central emergency numbers or reception as an interface lead to delays and lack of transparency - Legacy systems (pagers, SMS, phone chains, Excel spreadsheets) provide no feedback, no overview and no clear coordination - Documentation is often incomplete or late – precisely where authorities, insurers and courts require accurate records The solution: Digital first aid infrastructure with Safeguard From isolated measures to a functioning, measurable system. - Automatic attendance tracking via geofencing of First Responders, fire wardens, etc.: always an overview of who is on-site, available and qualified - Alerting in an average of 11.5 seconds, targeted at the nearest available First Responder or the appropriate groups for other incidents such as fire or evacuation - Clear communication during emergencies via push-to-talk and structured alert chains – no chaos, no detours - Complete, compliance-ready documentation of every incident including timestamps, parties involved and evaluation - Real-time dashboard: immediately visible when locations are understaffed or critical gaps arise Integration with existing infrastructure (e.g. fire alarm system, QR alarm boards, emergency numbers, panic buttons) Real-world examples from the Netherlands, Germany and Belgium Goal: not just to organise first aid, but to ensure it works reliably when it matters most. - Industry & production: large, distributed sites – from phone lists to location-specific alerting in seconds - Office & administration: high proportion of remote workers, clear transparency for the first time on who is actually on-site - Logistics & retail: dynamic teams, ensuring first aid coverage despite changing staffing - Healthcare: fast response times and complete documentation for audits and compliance Proven solution for modern safety organisations - Safeguard is the market leader in digital first aid software in the Netherlands with 700+ organisations - Certified to ISO 27001, ISO 27701 (data protection), ISO 9001 and NEN 2574-4 (silent alerting) - Fully GDPR-compliant, all data processed within the EU - Scalable infrastructure for complex organisations with multiple locations Learning objectives Understanding why many first aid concepts in companies fail in practice during an emergency and how they can be reliably and practically improved. ✓ Know and contextualise concrete regulatory requirements for documentation and record-keeping ✓ Evaluate digital attendance tracking and automated alerting as a new standard infrastructure ✓ Real-world examples: how companies combine and readiness with Safeguard ✓ Assess whether Safeguard a relevant solution for your own organisation