A paper visitor log doesn’t know who left the building, and relying on manual checks during an emergency creates unacceptable risk. In Australia, the WHS Act 2011 places a clear duty on PCBUs to ensure the health and safety of everyone on site, including visitors and contractors – knowing *who* is on site, *where* they are, and being able to account for them in an emergency is non-negotiable. In the United States, OSHA regulations require employers to maintain a safe working environment, and that extends to controlling access and managing visitor/contractor presence.
Knowing Who Is On Site Is The Law – And Your Responsibility
Across our work with Australian and US organisations, we consistently see that PCBUs and employers are legally obligated to maintain a safe working environment, which includes controlling access to hazardous areas and knowing the location of all personnel during an emergency. This isn’t just about ticking a box; it’s about fulfilling your duty of care and mitigating potential liability.
Paper Processes Leave You Exposed
Most organisations still rely on outdated methods – paper sign-in books, spreadsheets, or disconnected systems – that simply can’t deliver the real-time visibility needed to protect people. This creates a dangerous gap between what’s *required* and what’s *actually happening* on site.
- A paper visitor log cannot provide a real-time evacuation report. It only records who arrived, not who is still present.
- Manual access control relies on someone remembering to update a spreadsheet, introducing human error and delays.
- Contractor induction is often a separate process, meaning their access isn’t tied to verified qualifications or safety training.
- Lack of zone control means visitors could inadvertently wander into restricted areas.
- Emergency services arriving on scene won’t have an accurate picture of who is inside the building.
Genuine Protection Means Integrated Access Control
A functioning visitor management system integrates access control, contractor induction, and real-time tracking into a single, cloud-based platform. This provides a complete picture of who is on site, where they are, and what level of access they have – even when the internet is down.
- Employees can be given access to the software with their own profile and manually sign in at any PC.
- You can set up an employee-only kiosk where employees can sign in and sign out in the staff room.
- You can add a barcode profile or RFID profile to any employee allowing the employee to sign in and out with a barcode card or an access control card that includes a chip.
- Employees can download the free employee app that allows employees to sign in & out from their own mobile phone.
- A supervisor or manager can select available zones in the database, automatically moving people who check in to that location.
Time and People: Visitor Management That Works When It Has To
For over 12 years, Time and People has been helping Australian and US organisations move beyond paperwork and embrace cloud-connected visitor management. We’ve found that integrating visitor data with access control and providing real-time evacuation reports isn’t just about compliance – it’s about ensuring everyone goes home safe at the end of the day.
Content prepared by Time and People — visitor and contractor management across Australia and the United States.