A typical visitor management system in Australia currently requires a combination of hardware components to function effectively, ranging from basic setups to more sophisticated integrated solutions. As of December 2025, the specific hardware needed depends on the size of the organisation, the level of security required, and the features desired, but generally includes a check-in kiosk, a printer, and a reliable network connection. Understanding these hardware requirements is crucial for Australian businesses aiming to comply with Work Health and Safety (WHS) regulations and maintain a secure environment.
The core component is the check-in kiosk, which is usually a tablet or dedicated touchscreen terminal. These kiosks now available come in various sizes and configurations, from self-service 10-inch tablets suitable for smaller businesses to larger, floor-standing kiosks for high-traffic locations. The kiosk runs the visitor management software and allows visitors to sign in, provide details (name, company, reason for visit), and potentially scan identification documents. Many systems now integrate with ID scanners to automatically populate visitor details, reducing manual data entry and improving accuracy. For example, a manufacturing facility in Sydney might use a robust, wall-mounted kiosk in the reception area to manage a high volume of contractor arrivals daily. The cost of a kiosk can range from AUD $800 for a basic tablet setup to AUD $3,000+ for a dedicated, high-security terminal.
A printer is essential for producing visitor badges and, depending on the system, visitor passes or temporary access cards. Thermal printers are commonly used as they don’t require ink ribbons, reducing ongoing costs and maintenance. The printer connects to the kiosk, usually via Bluetooth or Wi-Fi, and automatically prints badges with visitor information, including a photo (if captured by the system), company logo, and visit details. In 2026, we’re seeing more systems offering integration with portable badge printers for mobile check-in scenarios, such as site inspections or remote locations. The cost of a thermal badge printer typically falls between AUD $300 and AUD $800. Some systems also integrate with existing direct-to-card printers if an organisation already has them in place for employee ID cards.
Beyond the kiosk and printer, a reliable network connection is fundamental. The kiosk needs to connect to the internet to access the visitor management software, sync data with cloud servers (if applicable), and potentially integrate with other systems like access control or HR databases. A stable Wi-Fi connection is usually sufficient, but a wired Ethernet connection is recommended for increased reliability, particularly in environments with high network traffic or potential interference. Furthermore, some systems require a barcode or QR code scanner for verifying pre-registered visitors or contractors. These scanners can be integrated into the kiosk or used as handheld devices. For construction sites in Melbourne, a robust network infrastructure is vital to support mobile check-in points and real-time tracking of personnel across the site.
Currently in Australia, many visitor management systems are moving towards more integrated hardware solutions. In 2026, we anticipate further advancements in kiosk technology, including improved facial recognition capabilities and enhanced security features. SafeWork Australia is expected to continue emphasising the importance of accurate visitor records for emergency preparedness and WHS compliance, driving demand for systems with reliable hardware components. The latest compliance update in December 2025 reinforces the need for systems that can accurately track who is on-site at any given time, and the hardware plays a critical role in achieving this.
In summary, the hardware for a visitor management system in Australia typically includes a kiosk, a printer, and a network connection. Selecting the right hardware is essential for ensuring the system functions effectively, meets WHS requirements, and provides a secure and efficient visitor experience. Careful consideration of the organisation’s specific needs and budget is key to choosing the optimal hardware configuration.
