Ontario workplaces do not follow a fixed rule such as one certified first aider for every 10 or 20 employees. Instead, employers need to ensure that at least one worker with the appropriate first aid certification is available on site while employees are working.
That distinction is important. Training one employee may appear to meet the minimum requirement, but it may not provide reliable first aid coverage throughout the workday. What happens when that employee takes lunch, calls in sick, goes on vacation, attends an off-site meeting or is the person who gets injured?
Employers therefore need to think beyond the minimum number of certificates they need. They need to plan for continuous first aid coverage across their shifts, work locations and normal employee absences.
The number of people working on a shift also determines the level of certification required. Workplaces with one to five people working on a shift require at least one person with Basic First Aid certification. When six or more people are working on a shift, at least one person must have Intermediate First Aid certification.
This guide explains how Ontario’s first aid staffing requirements work and what employers should consider when deciding how many employees to train.
Quick Summary
No. Ontario’s Regulation 1101 does not establish a fixed ratio of certified first aiders to the total number of employees in a workplace.
Instead, employers must ensure that a worker with the appropriate valid first aid certificate is available near the first aid station whenever employees are working.
This means an employer should not approach first aid staffing by looking for a rule such as one trained employee for every 10, 25 or 50 workers. The more important question is whether an appropriately trained first aider will be present and available when first aid is needed.
The minimum requirement and practical coverage are therefore not always the same thing. A workplace may technically need only one first aider present at a particular time, but relying on a single trained employee can make it difficult to maintain coverage throughout the day.
That is why employers should consider how their workplace actually operates when deciding how many employees to train.
For a broader overview of employer responsibilities, including training, first aid supplies and certification, see Workplace First Aid Requirements in Ontario.
The required certification level depends on the number of people working on a shift. Workplaces with one to five people working on a shift require at least one person with Basic First Aid certification. Workplaces with six or more people working on a shift require at least one person with Intermediate First Aid certification.
| People Working Per Shift | Minimum Certification Level |
| 1–5 | Basic First Aid |
| 6 or more | Intermediate First Aid |
The physical size of the workplace does not determine whether Basic First Aid or Intermediate First Aid is required. A large facility with four employees working on a shift falls within the Basic First Aid threshold, while a smaller workplace with ten employees working at the same time requires Intermediate First Aid.
For a detailed comparison of the two certification levels, including course length, recertification and CPR requirements, see Basic vs. Intermediate First Aid: Which Course Do You Need?
Training only one employee can leave a workplace without first aid coverage whenever that person is unavailable. Employers need to consider who will provide first aid during normal absences as well as unexpected ones.
A designated first aider may be unavailable because they are:
For example, a four-person office may require Basic First Aid certification and have one employee who holds it. If that employee takes a vacation, the remaining employees cannot simply continue working without considering who will provide first aid coverage.
The same problem can occur in larger workplaces. Having several certified employees within the company does not necessarily provide adequate coverage if they all work the same shift or are located in the same area.
This is why Durham First Aid Inc. generally recommends training more than the minimum number of employees. In smaller workplaces, training several employees, or potentially the entire team, can make it much easier to maintain first aid coverage when schedules or circumstances change.
Compliance Tip
Don’t build your first aid plan around a perfect attendance day. Consider who will provide first aid when your designated first aider is on a break, away from work, working off site or is the employee who needs assistance.
Employers should train enough employees to ensure that an appropriately certified first aider is available whenever work is taking place. There is no single number that works for every workplace because schedules, staffing, locations and workplace layouts vary.
A small office where everyone works the same hours may need fewer trained employees than a business operating several shifts or locations. Employers should also plan for times when their usual first aider is unavailable.
Rather than focusing only on the minimum requirement, use the following questions to assess whether your workplace has reliable first aid coverage.
| Ask This Question | Why It Matters |
| Is an appropriately certified first aider available on every shift? | Each shift needs access to a trained employee who can respond when first aid is required. |
| Who provides coverage during lunches and breaks? | Your first aid plan still needs to work when the usual first aider steps away from their regular duties. |
| Who provides coverage during vacations or sick days? | Planned and unexpected absences can leave a workplace without a trained first aider. |
| Can a first aider reach employees promptly? | Workplace size and layout can affect how quickly first aid can be provided. |
| Do employees work at multiple locations? | First aid coverage needs to account for where employees are actually working. |
| Do employees regularly work off site? | A certified employee at the main workplace may not be able to assist an employee working somewhere else. |
| What happens if your designated first aider is injured? | Training additional employees provides backup when the usual first aider is the person who needs help. |
| When do your employees’ first aid certifications expire? | An expired certification can create a coverage gap if another appropriately certified first aider is not available. |
If any of these questions reveals a potential gap, training additional employees can help provide more dependable coverage.
For example, an employer with four employees may fall within the Basic First Aid threshold. However, if only one employee is certified, the workplace could be left without a first aider when that person is absent. Training a second or third employee can provide coverage without creating a fixed ratio that does not exist under Ontario’s first aid requirements.
The goal is not to reach an arbitrary number of certificates. It is to make sure your first aid plan still works when schedules, staffing and circumstances change.
Employers should also track when their employees’ first aid certifications expire. A first aid coverage plan can quickly develop a gap if a designated employee’s certification expires before renewal or recertification is completed.
Schedule required training well before certification expiry dates and consider whether another appropriately certified employee will be available if there is a delay. For details about certification periods and the different recertification rules for Basic and Intermediate First Aid, see Basic vs. Intermediate First Aid: Which Course Do You Need?
Each shift needs access to an appropriately certified first aider who is present and available to respond. Employers should not count certified employees who work at another time of day when assessing first aid coverage for a particular shift.
For example, a business may have several certified first aiders on its day shift but only one on evenings. If the evening first aider is absent, the number of trained employees working during the day does not solve the coverage problem.
Employers should review each shift separately and consider:
Employees should also know the workplace procedure for getting first aid assistance. Having trained people on site is only useful if other employees know who they are and how to reach them during an emergency.
A simple coverage plan might look like this:
| Shift | Primary Coverage | Backup Coverage |
| Day | Appropriately certified first aider | Additional trained employee |
| Evening | Appropriately certified first aider | Additional trained employee |
| Weekend | Appropriately certified first aider | Additional trained employee |
This is not a required staffing ratio. It is an example of how an employer can plan for coverage rather than relying on a single trained employee.
An absence should not leave employees without access to an appropriately trained first aider. Employers should plan backup coverage before their regular first aider becomes unavailable.
Some absences can be anticipated, such as vacations, scheduled meetings and planned off-site work. Others, including illness or emergencies, happen unexpectedly. Having additional employees trained gives employers more flexibility to maintain coverage in either situation.
First aid coverage should therefore be considered when:
Employers should know who will assume first aid responsibilities whenever the usual designated employee is away from their regular workplace.
Compliance Tip
Include first aid coverage in your normal scheduling process. Before approving a schedule change or absence, check that an appropriately certified first aider will still be available to employees who are working.
Employers need to consider whether first aid assistance can be provided promptly wherever their employees are working. Having a certified first aider somewhere in a large building or at another company location may not provide practical coverage for every employee.
Regulation 1101 requires the person in charge of a first aid station to work in its immediate vicinity. Workplace layout therefore becomes an important consideration when deciding where first aid supplies and trained employees should be located.
For example, a multi-storey workplace may benefit from having first aid supplies and trained employees on more than one floor. A large retail store might keep one first aid kit near the checkout area and another in the storage area so employees can access supplies quickly.
Regulation 1101 does not specifically require every floor or department to have its own first aid kit and certified first aider. However, employers should consider the distance between employees, first aid supplies and trained first aiders when developing their first aid plan.
The same principle applies when a company operates multiple work locations. Employers need to consider first aid coverage at each location where employees are working rather than assuming a trained employee at the main workplace can provide coverage elsewhere.
Workplaces with 200 or more workers on any one shift have additional first aid requirements, including a first aid room.
Under Regulation 1101, the employer must provide and maintain a first aid room when 200 or more workers are working on any one shift. The regulation also establishes requirements for the room, its equipment and the person responsible for it.
Accessibility still matters. If the first aid room is not easily accessible so prompt treatment can be provided to an injured employee, additional first aid stations must be established where needed.
Large workplaces should therefore consider more than their total number of trained employees. The physical layout of the workplace and the ability to provide prompt assistance throughout the facility are also important parts of first aid planning.
Lone and remote workers require first aid planning that reflects the fact that another trained employee may not be nearby when an injury occurs.
Durham First Aid Inc. recommends that lone workers receive Basic First Aid training and have access to a personal CSA Type 1 first aid kit. Examples may include employees who work independently, travel between locations or spend significant periods away from a central workplace.
Employers should consider:
First aid planning for lone or remote workers should be based on the employee’s actual working conditions rather than assuming that resources available at the company’s main location will also be accessible to them.
For more information about selecting workplace first aid supplies, see Do You Need a CSA First Aid Kit in Ontario?
Employers are responsible for providing first aid training to employees they designate as workplace first aiders. This means employers should account for first aid training when planning workplace safety responsibilities and deciding which employees will provide coverage.
Training additional employees may involve a greater initial commitment, but it can also give employers more flexibility when staffing changes occur.
First aid certification belongs to the individual who completes the training, not to the employer. If a certified employee leaves the company, their certification goes with them. The employer may therefore need to train another employee to maintain appropriate first aid coverage.
Employers may also want to check whether their insurance provider has first aid training requirements that go beyond the minimum requirements of Regulation 1101.
Effective workplace first aid planning is about more than having a certificate on file. Employers need trained people to be available where and when an injury or medical emergency occurs.
Start by looking at how your workplace actually operates. Consider when and where employees work, who is available to provide first aid and what could create a gap in coverage. Then determine whether your current group of trained employees can provide reliable coverage under everyday working conditions.
For some workplaces, the minimum number of trained employees may provide sufficient coverage. Others may benefit from training additional people so that one absence or scheduling change does not leave employees without access to a certified first aider.
Durham First Aid Inc. provides Basic First Aid and Intermediate First Aid training for employers throughout Durham Region. We can help you identify the appropriate training level and plan training for the employees who will provide first aid coverage in your workplace.
Not sure how many employees you should train? Contact Durham First Aid Inc. for guidance or register your employees for the appropriate workplace first aid training.
Ontario does not have a fixed first-aider-to-employee ratio under Regulation 1101. At least one appropriately certified first aider must be available on site while employees are working. Employers may need to train additional employees to maintain coverage across shifts, breaks, vacations, sick days and other absences.
Yes. An appropriately certified first aider needs to be available when employees are working. Employers should plan each shift separately rather than relying on certified employees who work at another time of day.
Often, yes. Training additional employees can help prevent coverage gaps when a designated first aider is on a break, absent, working off site or is the person who needs first aid. The appropriate number depends on how your workplace operates.
Regulation 1101 does not specifically require every floor or department to have its own certified first aider. However, employers should consider workplace size and layout so employees can receive first aid promptly when it is needed.
An expired certification can create a first aid coverage gap if another appropriately certified employee is not available. Employers should track certification expiry dates and schedule required training before existing certifications expire.
First aid certification belongs to the employee who completed the training. If that employee leaves the company, their certification goes with them. The employer may need to train another employee to maintain appropriate workplace first aid coverage.