A visitor who isn’t properly checked *out* of your system is a liability you don’t even know you have. In both Australia and the United States, relying on a single-use QR code without a corresponding check-out process leaves your organisation exposed during an emergency. Australian WHS legislation and US OSHA regulations place a clear duty on PCBUs and employers to know *exactly* who is on site, and that includes knowing who has left.
Knowing Who’s On Site Isn’t Optional — It’s the Law
In Australia, the WHS Act 2011 requires PCBUs to ensure, so far as reasonably practicable, the health and safety of workers and others at the workplace. This extends to visitors. In the United States, OSHA’s General Duty Clause requires employers to provide a workplace free from recognized hazards, and failing to account for all personnel during an emergency is a significant hazard. In our work with Australian and US organisations, we consistently see that a lack of real-time visitor data is a critical gap in emergency preparedness.
Paper Logs and Single-Use QR Codes Don’t Deliver Real-Time Safety
Most organisations still rely on a combination of paper sign-in sheets and basic QR code generation, creating a false sense of security. This approach doesn’t provide a live, accurate picture of who is actually on site, especially during an emergency. Visitor data that isn’t real-time isn’t protection – it’s paperwork.
- A single-use QR code doesn’t track when a visitor leaves your premises.
- Paper logs and spreadsheets are easily lost, damaged, or become unreadable during an incident.
- Manual roll calls are slow, inaccurate, and rely on someone remembering who signed in.
- Without check-out tracking, your emergency evacuation report will include people who aren’t even present.
- Single-use QR codes offer no visibility into repeat visitors or potential security risks.
A Real Visitor Management System Delivers Accountability, Not Just Access
Genuine safety requires a cloud-based visitor management system that tracks both check-in *and* check-out in real-time. This system must integrate with your emergency evacuation procedures to provide an accurate, live site occupancy report. A disconnected system is a failed system.
- Pre-register visitors to automatically send them a unique QR code with all relevant site information, including host details and parking instructions.
- Require visitors to scan their QR code upon arrival *and* departure to accurately track their time on site.
- Utilise offline / disconnected mode to maintain site occupancy records even if the internet connection is lost.
- Generate an emergency evacuation report instantly, showing who is currently on site.
- Integrate with your muster point verification process to quickly account for all personnel.
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 paper logs and disconnected systems to achieve genuine visitor safety and compliance. We’ve found that the organisations who prioritise real-time data and automated emergency reporting are the ones who are best prepared to protect their people.
Content prepared by Time and People — visitor and contractor management across Australia and the United States.
JOIN OUR FREE WEBINAR – TUESDAY 6 JULY, 1:30-2:30PM AEST
Click here to join 2-3 minutes prior to the session During this time we will take you through the steps to set up some of the suggestions mentioned above and answer any questions you may have.
Using Acknowledgement Notices you can add a pop up message like the below asking the person signing in to check in to the Government QR Code poster located on the wall to the right for example. This option keeps the 2 processes separate and allows you to still offer a touchless sign in process.