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 are now available with varying screen sizes (typically 10-21 inches) and mounting options (wall-mounted, countertop, or floor-standing). They facilitate visitor self-registration, capturing details like name, company, purpose of visit, and emergency contact information. Many systems now include integrated ID scanning capabilities, allowing for quick and accurate data capture from Australian driver’s licenses or passports. The kiosk connects to the visitor management software, either via Wi-Fi or a wired Ethernet connection. For a small business with under 50 visitors per day, a basic tablet kiosk can cost between AUD $500 – $1,500. Larger organisations may opt for more robust, purpose-built kiosks costing upwards of AUD $2,000.
A printer is essential for producing visitor badges and, potentially, visitor passes or temporary access cards. Thermal printers are commonly used as they don’t require ink ribbons, reducing ongoing costs and maintenance. The latest update in December 2025 sees many systems offering direct integration with badge printing software, allowing for customisable badge designs including company logos, visitor photos (if captured), and visit details. The cost of a thermal badge printer typically ranges from AUD $300 to $800. For sites requiring higher security, printers capable of producing more durable, tamper-evident badges may be necessary, increasing the cost to AUD $1,000+. In 2026, we anticipate more systems offering integration with mobile printing solutions, allowing badges to be printed remotely.
Beyond the kiosk and printer, a reliable network infrastructure is vital. This includes a stable Wi-Fi connection or a wired Ethernet connection to ensure seamless data transmission between the kiosk, the software, and any integrated systems (like access control). For sites with poor Wi-Fi coverage, a dedicated network switch or access point may be required, adding to the initial setup cost (approximately AUD $100 – $300). Furthermore, some systems require a dedicated computer server to host the software and database, particularly for larger organisations with high visitor volumes. Cloud-based systems, however, eliminate the need for on-site server infrastructure, reducing IT overhead. In construction sites in NSW, for example, a robust network is critical for ensuring real-time tracking of all personnel on site, as mandated by SafeWork NSW guidelines.
Currently in Australia, many systems also support optional hardware like barcode scanners for quick check-in of pre-registered visitors, or QR code readers for contactless check-in. In 2026, we expect to see increased adoption of biometric scanners (fingerprint or facial recognition) for enhanced security, particularly in high-risk environments like data centres or government facilities. SafeWork Australia is currently reviewing guidelines regarding the use of biometric data in visitor management, with potential updates expected in 2027. The latest compliance update in December 2025 reinforces the need for data privacy and security when implementing any visitor management system, regardless of the hardware used.
In summary, the hardware for a visitor management system in Australia ranges from simple and affordable to complex and integrated, depending on the specific needs of the business. Careful consideration of visitor volume, security requirements, and integration needs is essential when selecting the appropriate hardware components to ensure a compliant and efficient visitor management process.
