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 run the visitor management software and allow visitors to self-register, providing details like name, company, and the person they are visiting. Many systems now include integrated ID scanning capabilities – reading driver’s licenses or passports – to pre-populate fields and verify identity. The cost of a kiosk can range from AUD $800 for a basic tablet setup to AUD $3,000+ for a robust, dedicated terminal with advanced features. For larger organisations, multiple kiosks may be necessary to manage visitor flow efficiently, particularly at sites with multiple entrances like a manufacturing facility in Sydney.
A printer is essential for producing visitor badges. These badges serve as a visual identifier and often include information like the visitor’s name, company, visit time, and a QR code for easy identification during an emergency. Thermal printers are commonly used as they don’t require ink cartridges, reducing ongoing costs. Badge printing costs are relatively low, around AUD $0.10 – $0.20 per badge. Some systems now offer the option of reusable badges with electronic displays, but these are significantly more expensive (AUD $50 – $100 per badge). In 2026, we anticipate a greater adoption of mobile-friendly badge options, where visitors receive a digital badge on their mobile phone, reducing the need for physical printing altogether.
Beyond the kiosk and printer, a reliable network connection (Wi-Fi or Ethernet) is vital for the system to operate. The kiosk needs to communicate with the cloud-based software to store visitor data, run background checks (if integrated), and send notifications. Network security is paramount, especially for facilities handling sensitive information, such as data centres. Businesses should ensure their network is protected by firewalls and strong passwords. Additionally, some systems integrate with access control systems, requiring additional hardware like card readers or biometric scanners at entry points. For example, a hospital in Melbourne might integrate its visitor management system with its access control system to restrict visitor access to specific areas based on their role and clearance level. The cost of integrating with access control can vary significantly, from AUD $500 to AUD $5,000+ depending on the complexity of the integration.
Currently in Australia, many visitor management systems are offering hardware bundles to simplify setup. In 2026, we expect to see further integration of hardware and software, with systems offering more streamlined and user-friendly interfaces. Announced updates for 2027 include enhanced kiosk features like facial recognition for faster check-in and improved data analytics dashboards. Compliance updates in December 2025 also highlight the importance of secure data storage and access control, influencing hardware choices to ensure data privacy.
In summary, the hardware for a visitor management system is relatively straightforward, but selecting the right components is crucial for ensuring a smooth, secure, and compliant visitor experience. Careful consideration of your organisation’s specific needs and budget will help you choose the hardware that best supports your visitor management goals.
