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 is 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 within a facility. 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 visitors who may have moved locations within the building. Modern systems, however, automatically capture visitor details – name, company, contact information, and importantly, check-in and check-out times. Crucially, many systems now integrate with floor plans, allowing wardens to see precisely where visitors were last registered. For example, a visitor checking into a manufacturing facility in Brisbane might be registered against the ‘Loading Dock’ zone, providing immediate location information during an evacuation.
Beyond basic tracking, advanced visitor management systems offer features specifically designed for emergency situations. Real-time location tracking, utilising mobile app check-in or beacon technology, is becoming increasingly common. This allows emergency responders to pinpoint the location of individuals who may be unable to self-report. Emergency notification capabilities are also standard; systems can instantly send alerts to visitors’ mobile phones (via SMS or push notifications) with evacuation instructions, assembly point locations, and updates. These notifications can be customised based on the visitor’s location within the facility. Furthermore, systems maintain a detailed audit trail of all visitor movements, which is invaluable for post-incident analysis and demonstrating compliance to SafeWork Australia or relevant state WHS authorities. The cost of implementing such a system can range from approximately $3,000 AUD for a basic kiosk-based solution to $10,000+ AUD for a fully integrated system with mobile app and real-time tracking.
Compliance requirements regarding emergency preparedness are outlined in the WHS Regulations 2011 (and equivalent state legislation). While there isn’t a specific regulation *mandating* visitor management systems, demonstrating a robust system for accounting for all persons on-site – including visitors – is a key element of fulfilling the duty of care obligations. In 2026, we anticipate increased scrutiny from regulators regarding the effectiveness of emergency procedures, particularly in high-risk industries like construction and manufacturing. SafeWork Australia is currently reviewing emergency preparedness guidelines, with potential updates expected in 2027 to include more specific guidance on the use of technology for visitor management and emergency response. Recent system updates, launched in December 2025, now include automated reporting features that generate compliance reports demonstrating adherence to WHS requirements.
In summary, visitor management systems are no longer simply about security and administrative efficiency; they are a critical component of a comprehensive emergency evacuation plan in Australia. By providing accurate, real-time information and facilitating effective communication, these systems significantly enhance the safety of everyone on-site and help businesses meet their WHS obligations.
