Visitor management systems play a crucial role in ensuring effective emergency evacuation procedures in Australian workplaces, as of December 2025. They move beyond simple sign-in sheets to provide real-time visibility of who is on site, their location, and facilitate accurate roll call procedures, which are vital for compliance with Work Health and Safety (WHS) regulations. This is particularly important given the increasing frequency of natural disasters and the need for businesses to demonstrate due diligence in protecting everyone on their premises.
The core function of a visitor management system in an emergency is to provide an accurate and up-to-date headcount of all individuals present. Traditionally, emergency wardens relied on manual roll calls, comparing names against a paper sign-in book. This process is time-consuming, prone to errors (illegible handwriting, forgotten signatures), and doesn’t account for individuals who may not have signed in correctly. Modern systems, however, capture visitor details electronically – name, company, contact information, and often, a photograph. Crucially, they record check-in and check-out times, providing a clear audit trail. In 2026, many systems will also integrate with building access control, automatically updating the visitor list based on card swipes or biometric scans.
Beyond basic headcount, advanced visitor management systems now offer features specifically designed for emergency situations. Real-time location tracking, utilising technologies like Bluetooth beacons or Wi-Fi triangulation, allows wardens to pinpoint the location of visitors within the building. This is especially valuable in large facilities or multi-level structures. Emergency notifications, sent via SMS or email, can quickly alert visitors to the nature of the emergency and provide instructions (e.g., evacuation routes, assembly points). Some systems even allow for pre-defined evacuation groups, enabling targeted communication to specific areas of the building. For example, a manufacturing facility in Sydney could use this to notify visitors in the warehouse area of a chemical spill, while those in the office remain informed but not alarmed unnecessarily. The cost of implementing such a system can range from AUD $500 to $5,000+ annually, depending on the features and number of users.
Compliance with Australian WHS regulations requires businesses to have documented emergency procedures and ensure the safety of all persons on site, including visitors. SafeWork Australia provides guidance on emergency preparedness, and state-specific legislation (e.g., in Victoria, the Occupational Health and Safety Act 2004) outlines responsibilities for emergency management. Visitor management systems assist in meeting these obligations by providing a verifiable record of who was present during an emergency, aiding in post-incident investigations. In 2027, SafeWork Australia is expected to release updated guidance on digital record-keeping for emergency preparedness, potentially mandating the use of electronic systems for larger organisations. The latest update in December 2025 to many visitor management platforms now includes automated report generation for emergency drills and incidents, simplifying compliance reporting.
Currently in Australia, a robust visitor management system is no longer simply a convenience; it’s a critical component of a comprehensive emergency evacuation plan. By providing accurate data, real-time location tracking, and efficient communication tools, these systems significantly enhance the safety of visitors and contribute to a more compliant and prepared workplace. Investing in a system that integrates with existing safety infrastructure and provides detailed reporting is a key consideration for Australian businesses.
