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 location data and streamlined communication, significantly improving safety outcomes during emergencies. This is particularly important for Australian businesses due to stringent Work Health and Safety (WHS) regulations and the potential for significant penalties for non-compliance.
Traditionally, emergency evacuation relied on manual roll calls, which are time-consuming and prone to inaccuracies. Visitor management systems now offer automated roll call functionality. When an emergency is declared, the system can instantly generate a list of all visitors currently on site, including their last known location. This information is often integrated with floor plans, allowing emergency wardens to quickly identify if anyone is missing or requires assistance. For example, a manufacturing facility in Sydney using a modern system can instantly see if a visitor signed in for a tour is still in the production area during a fire alarm.
The core mechanism involves real-time tracking. Visitors check in via kiosks, tablets, or mobile devices, and their location is recorded. Some systems utilise Bluetooth beacons or Wi-Fi triangulation to provide more precise indoor positioning. Crucially, this data is accessible to designated emergency personnel in real-time. Beyond location, systems also capture essential visitor information – name, company, contact details, and any specific needs (e.g., mobility impairments). This information is vital for effective communication and assistance during an evacuation. In 2026, we anticipate increased integration with building management systems (BMS) to automatically unlock doors and guide visitors to the nearest exits.
Compliance with Australian WHS regulations is a key driver for adopting these systems. While there isn’t a single, nationally mandated standard specifically for visitor management in emergencies, the general duty of care outlined in the WHS Act 2020 (and equivalent state legislation) requires businesses to ensure the health and safety of everyone on their premises, including visitors. Maintaining accurate visitor records and having a robust evacuation plan that accounts for visitors is essential for demonstrating due diligence. The cost of implementing a basic visitor management system with emergency evacuation features typically ranges from AUD $500 to $2,000 upfront for hardware (kiosk, tablet) and AUD $20 to $50 per month for software subscriptions, depending on the number of visitors and features required. More sophisticated systems with real-time tracking and integration capabilities can cost significantly more.
Currently in Australia, many systems now include emergency notification features. When an alarm is triggered, the system can automatically send SMS or email alerts to visitors, providing instructions on evacuation procedures. The latest update to several leading systems, recently launched in December 2025, now includes two-way communication, allowing visitors to report their status (safe, requiring assistance) directly through the system. Looking ahead to 2026, SafeWork Australia is expected to release updated guidance on emergency preparedness, which will likely emphasise the importance of digital visitor management systems for improving evacuation outcomes. Further updates planned for 2027 include enhanced analytics to identify evacuation bottlenecks and optimise emergency plans.
In summary, visitor management systems are no longer simply about tracking who is on site; they are integral to ensuring the safety of visitors during emergencies and demonstrating compliance with Australian WHS regulations. Investing in a system with robust emergency evacuation features is a proactive step towards creating a safer workplace for everyone.
