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 even 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 ‘fuzzy match’ algorithm is often employed to account for minor variations in spelling or data entry errors.
Beyond watchlist screening, modern visitor management systems now include features designed to enhance security protocols. Real-time alerts are a key component; if a watchlist match is detected, designated security personnel or WHS officers are immediately notified via email, SMS, or a dedicated system dashboard. The system also maintains a detailed audit trail of all visitor activity, including check-in/check-out times, host details, and any watchlist alerts triggered. This audit trail is crucial for investigations and demonstrating due diligence in the event of a security incident. For example, a manufacturing facility in Sydney might use the system to track the movements of contractors and ensure they are only accessing authorised areas, while simultaneously screening all visitors against a watchlist of individuals previously involved in industrial espionage. The cost of implementing such a system can range from AUD $5,000 to $20,000 upfront, plus an ongoing subscription fee of AUD $10 to $50 per month, depending on the number of locations and features required.
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 watchlist screening, SafeWork Australia guidelines strongly encourage businesses to implement robust security measures, and state-based WHS regulations increasingly reflect this expectation. In Victoria, for instance, the Occupational Health and Safety Act 2004 requires employers to eliminate or minimise risks to health and safety, which includes security threats. Furthermore, the Privacy Act 1988 and state-based privacy laws govern the collection, use, and storage of personal information, including visitor data. Businesses must ensure their visitor management system is compliant with these privacy regulations, obtaining consent where necessary and implementing appropriate data security measures. In 2026, we anticipate increased scrutiny from regulators regarding data privacy and the responsible use of watchlist data.
The latest update in December 2025 to many visitor management systems now includes integration with background check services, allowing businesses to conduct more thorough screening of contractors and high-risk visitors. Looking ahead to 2027, announced updates include enhanced biometric identification capabilities (facial recognition, fingerprint scanning) and the potential for integration with national security databases (subject to legal and privacy approvals). These advancements will further strengthen the ability of businesses to proactively identify and mitigate security risks.
In summary, visitor management systems are a vital tool for Australian businesses seeking to enhance security and fulfil their WHS obligations. By leveraging features like watchlist integration, real-time alerts, and detailed audit trails, organisations can effectively manage the risk posed by ‘bad people’ and create a safer working environment. A key consideration is ensuring the system is configured correctly, watchlists are regularly updated, and all data handling practices comply with relevant privacy legislation.
