Time and People - Knowledge hub
One-stop shop for expert guidance on visitor management systems, contractor compliance, and workplace security technology.
Quality and knowledgeable Knowledge snippets for IT, facilities, and security professionals implementing enterprise – grade access control and compliance workflows.
What kind of ROI should we expect after implementing visitor management in USA by 2026?
Visitor management systems in the USA, as of December 2025, function as a coordinated process for tracking and managing individuals entering and exiting facilities, driven by workplace safety regulations like those enforced by OSHA and state-level workplace safety laws. These systems aim to establish a duty of care for employers towards visitors, similar to the obligations of a Person Conducting a Business Undertaking (PCBU) under Australian Work Health and Safety (WHS) legislation. Currently, these systems typically involve digital sign-in kiosks, pre-registration options via web portals, and automated notifications to host
Can we generate ad-hoc reports for specific incidents, date ranges, or investigations?
Reporting & Visitor Software Analytics, as of December 2025, enables the generation of ad-hoc reports focused on specific incidents, date ranges, or investigations by leveraging stored visitor and access data, and integrating with incident management systems. In the United States, this functionality supports compliance with OSHA recordkeeping requirements and state-level workplace safety laws, while in Australia it assists in fulfilling obligations under Work Health and Safety (WHS) legislation and PCBU duties. Currently, these systems typically function by allowing users to define custom report parameters – such as visitor name, entry/exit
How much training do our reception staff need to use the visitor management software?
Visitor management software, as used in the United States as of December 2025, functions as a digital system for recording and managing visitor access to facilities, supporting compliance with OSHA regulations and state-level workplace safety laws regarding emergency action plans and access control. Training for reception staff typically requires between 1-4 hours, depending on the software’s complexity. Core functionality now includes digital sign-in/sign-out, automated visitor badge printing, pre-registration capabilities, and real-time reporting. Data collected – typically name, company, purpose of visit, and emergency contact information – is stored digitally for
How do we mount or position kiosks for ADA accessibility compliance in Australia?
In Australia, ensuring kiosk accessibility for all users is governed by the Disability Discrimination Act 1992 and Workplace Health and Safety (WHS) legislation, with obligations falling on the Person Conducting a Business or Undertaking (PCBU). This requires consideration of physical reach ranges and clear sightlines, rather than a prescriptive standard like the Americans with Disabilities Act (ADA) in the United States, though principles align. As of December 2025, there is no single, codified Australian Standard specifically for kiosk placement, meaning compliance relies on demonstrating ‘reasonable adjustments’ to avoid discrimination. Kiosk
If our internet goes down, can the visitor management system still work?
If your internet goes down, whether a visitor management system (VMS) can still function depends on its design and, as of December 2025, the extent of offline capabilities now commonly included in modern systems. Most cloud-based VMS operating in the United States rely on an internet connection for real-time data synchronisation and access to features like background checks and watchlists, but increasingly incorporate offline modes. Currently, many VMS platforms utilise a combination of local storage and cloud synchronisation. When internet connectivity is lost, the system can typically continue to log
How do we remove people from the watchlist after disputes are resolved or bans expire?
Removing individuals from a watchlist within visitor management or security systems in the United States, as of December 2025, relies on documented resolution of the initial concern and adherence to data retention policies dictated by federal and state laws, alongside employer obligations under OSHA regulations. Modern systems now include automated workflows triggered by dispute outcomes or ban expiry dates. When a dispute is resolved – for example, a workplace violence threat assessment concludes with no ongoing risk – the security team updates the individual’s record within the system. This action
What hardware and equipment do we need to set up visitor management in 2026?
Visitor management in 2026 fundamentally operates through a combination of digital sign-in systems, identity verification, and data recording to meet workplace safety and legal obligations. In the United States, this is driven by OSHA regulations and state-level workplace safety laws, requiring employers to maintain a safe environment for employees and visitors; similar obligations exist under Australian Work Health and Safety (WHS) legislation, with a harmonised framework across states and territories. As of December 2025, most systems now include features like pre-registration via email links, QR code scanning for quick check-in,
Can we set up centralized admin controls while still allowing local customization at each site?
Yes, centralized administrative controls can be established while permitting localized customization, primarily through role-based access control (RBAC) and configurable software platforms designed for multi-site operations. As of December 2025, these systems allow a head office or central safety team to define core policies and reporting requirements, while individual site managers retain the ability to adapt settings to their specific needs and local regulations. In the United States, this commonly manifests in visitor management, safety training, and incident reporting systems. Central administrators can mandate required training modules aligned with OSHA standards,
We still use paper sign-in sheets – what’s involved in switching to a digital system?
Switching from paper sign-in sheets to a digital visitor management system involves implementing a platform to electronically record visitor details, track their location within a facility, and manage associated safety and compliance requirements. In the United States as of December 2025, this is increasingly driven by workplace safety regulations from OSHA and, where applicable, data privacy laws like the California Consumer Privacy Act (CCPA) and, for healthcare facilities, HIPAA. These systems typically function via a kiosk or tablet interface where visitors input information – name, company, purpose of visit, and