Visitor management systems are increasingly crucial for Australian businesses to proactively manage security risks, including identifying and mitigating threats posed by individuals with malicious intent. As of December 2025, these systems go beyond simple sign-in sheets, offering features like watchlist integration and automated alerts, which are vital for maintaining a safe workplace. This is particularly important given the increasing focus on workplace health and safety (WHS) obligations and the potential for significant legal and reputational damage from security breaches.
The core function of managing ‘bad people’ within a visitor management system revolves around the concept of a ‘watchlist’. This isn’t a single, nationally mandated database, but rather a configurable feature within the system itself. Businesses can populate their watchlist with individuals they deem a risk – this might include former employees with a history of disruptive behaviour, individuals subject to Apprehended Violence Orders (AVOs), or those identified through other security intelligence. Currently, systems allow for importing watchlists from various sources, including internal HR records, legal databases (where permissible and compliant with privacy laws), and publicly available information. When a visitor checks in, the system automatically scans their details (name, date of birth, driver’s license number, etc.) against the watchlist. A match triggers an immediate alert to designated security personnel, allowing for swift intervention.
Beyond watchlist functionality, modern visitor management systems now include features designed to enhance overall security. These include identity verification through driver’s license scanning and photo capture, ensuring the person checking in is who they claim to be. Integration with access control systems is also common; for example, a visitor who passes the watchlist check might be automatically granted temporary access to pre-defined zones within the facility. Real-time tracking of visitor location within the building is now standard, providing a clear audit trail and enabling rapid response in emergency situations. In 2026, we’ll see increased integration with behavioural analysis tools, which can flag unusual visitor activity – such as prolonged loitering or attempts to access restricted areas – for further investigation. The cost of implementing these features varies, but a comprehensive system with watchlist integration and access control connectivity typically ranges from AUD $5,000 to $20,000 upfront, plus an ongoing subscription fee of AUD $5 to $20 per visitor per month, depending on usage and features.
Compliance requirements relating to visitor security are primarily driven by WHS legislation, which places a duty of care on employers to provide a safe working environment. While there isn’t a specific federal law mandating visitor watchlists, SafeWork Australia guidelines strongly recommend implementing robust security measures to protect employees and visitors. State-specific regulations may also apply; for example, in Victoria, the Occupational Health and Safety Act 2004 requires employers to take reasonably practicable steps to eliminate or minimise risks to health and safety, which includes security threats. In 2027, SafeWork Australia is expected to release updated guidance on visitor management, potentially including more specific recommendations regarding watchlist management and data privacy. The latest update in December 2025 to many systems now includes automated data retention policies to ensure compliance with privacy regulations, such as the Privacy Act 1988 (Cth).
In summary, visitor management systems are a vital tool for Australian businesses seeking to proactively manage security risks and protect their people. By leveraging features like watchlist integration, identity verification, and real-time tracking, organisations can significantly reduce their vulnerability to threats posed by ‘bad people’ and ensure a safer workplace. A key consideration is ensuring the watchlist is regularly updated and maintained, and that all data handling practices comply with relevant privacy legislation.
