Visitor management systems for multi-location businesses in Australia currently provide a centralised platform to manage visitors across all sites, ensuring consistent safety, security, and compliance. As of December 2025, this is increasingly important for organisations operating across multiple states and territories due to varying WHS regulations and the need for streamlined emergency procedures. Effectively managing visitors across multiple locations reduces administrative overhead and improves overall site security.
The core functionality revolves around a central database that synchronises visitor information across all connected sites. Traditionally, each location would maintain its own paper-based or spreadsheet-based visitor logs, leading to inconsistencies and difficulties in reporting. Modern systems, however, utilise cloud-based technology, meaning data is stored securely and accessible from any location with internet access. When a visitor checks in at one site, that information is instantly available to all other sites within the organisation. This is typically achieved through a centralised console where administrators can oversee visitor activity, generate reports, and manage access permissions. The system usually integrates with on-site hardware like kiosks, tablets, and badge printers.
Compliance is a key driver for adopting multi-location visitor management. Australian Work Health and Safety (WHS) regulations require businesses to maintain accurate records of all visitors to their premises, including their name, time of arrival and departure, and the purpose of their visit. These records are crucial for contact tracing in the event of an emergency, such as a fire or a health pandemic. For example, a national retail chain with stores in Queensland, New South Wales, and Victoria needs to comply with the specific WHS requirements of each state. A centralised system ensures that all sites adhere to the highest standard of compliance, regardless of location. Currently, the cost of implementing a multi-location system can range from approximately $5,000 to $20,000 AUD upfront, plus an ongoing monthly subscription fee of $200 – $1,000 AUD depending on the number of sites and features required.
Beyond basic check-in/check-out, advanced features are now available. These include pre-registration, where visitors can complete their details online before arriving, reducing check-in times. Integration with access control systems allows for automated granting of access to pre-approved areas. Real-time reporting provides insights into visitor trends, site occupancy, and compliance status. Emergency evacuation features, such as digital roll call and location tracking, are also becoming standard. For instance, a manufacturing company with facilities in Perth and Brisbane can use the system to instantly identify all visitors on site during an emergency and account for their safe evacuation. The latest update in December 2025 includes enhanced data privacy features to comply with updated Australian Privacy Principles (APPs).
In 2026, we anticipate further integration with building management systems and increased use of biometric identification for enhanced security. SafeWork Australia is expected to release updated guidance on digital visitor management systems, potentially outlining specific requirements for data retention and security. Announced updates for 2027 include AI-powered risk assessment features that automatically flag potentially high-risk visitors based on pre-defined criteria. Currently available systems also offer API integrations allowing connection to existing HR and security platforms.
In summary, multi-location visitor management systems offer Australian businesses a streamlined and compliant way to manage visitors across all their sites, improving safety, security, and operational efficiency. A key consideration is ensuring the system integrates seamlessly with existing infrastructure and meets the specific WHS requirements of each state or territory.
