Maintaining accurate visitor records is a fundamental requirement for Work Health and Safety (WHS) compliance in Australia. As of December 2025, Australian businesses are legally obligated to keep detailed records of all visitors to their premises, not just for security purposes, but to ensure safety in the event of an emergency or incident. This is crucial for demonstrating due diligence and fulfilling WHS obligations under the model WHS laws adopted across most states and territories.
The specific records required are outlined in the model WHS Regulations, and are often further detailed by state-specific legislation. Generally, these records must include the visitor’s full name, the date and time of arrival, the date and time of departure, and the location(s) visited within the premises. Crucially, the system must also capture a method for contacting the visitor in an emergency – typically a mobile phone number. For example, a manufacturing facility in Sydney must record not only that a delivery driver entered the site, but also the specific loading dock they were assigned to and the time they left. This allows for accurate tracking during an evacuation or investigation.
Beyond basic contact details, some industries have additional requirements. Construction sites, for instance, often require proof of inductions and specific competencies recorded against each visitor’s profile. Healthcare facilities need to document screening questions related to infection control, and may need to record vaccination status. Schools and education facilities have stringent requirements around child safety, including verifying the identity of parents and guardians and recording the purpose of their visit. The duration of record retention varies by state, but generally, records must be kept for a minimum of two years, and in some cases, longer depending on the nature of the visit or any incidents that occurred. Failure to comply can result in significant fines and penalties under WHS legislation.
Currently in Australia, many businesses utilise digital visitor management systems to streamline this process. These systems now include features like automated record-keeping, pre-registration, emergency roll call functionality, and integration with access control systems. The cost of these systems varies widely, ranging from approximately $20 to $100+ per month depending on the number of visitors and features required. In 2026, we anticipate increased adoption of systems that offer real-time location tracking of visitors via Bluetooth beacons or Wi-Fi triangulation, enhancing emergency response capabilities. SafeWork Australia is also expected to release updated guidance on digital record-keeping best practices in early 2027, focusing on data security and privacy.
In summary, maintaining comprehensive visitor records is a non-negotiable aspect of WHS compliance for Australian businesses. Investing in a robust visitor management system, and understanding the specific requirements of your industry and state, is essential for protecting your workers, visitors, and your business from potential legal repercussions.
