A paper sign-in sheet doesn’t know who left the building. In Australia, the WHS Act 2011 places a clear duty on PCBUs to know who is on site at all times – and that obligation doesn’t stop at a paper log. In the United States, OSHA requires employers to maintain a safe working environment, which includes accounting for all personnel, including visitors, during emergencies. A physical access control system manages *who can enter*; a visitor management system manages *who is here* and, critically, *who is still here*.
Knowing Who Is On Site Is Not Optional
Across our work with Australian and US organisations, we consistently see that simply controlling entry isn’t enough to meet legal obligations. Australian WHS legislation and US OSHA standards require a proactive duty of care, meaning you must take reasonable steps to ensure the safety of everyone on your premises, including visitors and contractors. This extends to knowing their location during an emergency.
Paper Processes Leave People Unaccounted For
What we’ve found is that relying on manual processes creates unacceptable risk. A traditional visitor log only records arrival; it doesn’t track departure, leaving a potentially inaccurate picture of who is on site during an incident. This gap exposes organisations to significant liability and hinders effective emergency response.
- A paper visitor log cannot tell you who is still on site during an emergency – it tells you who arrived.
- Manual roll calls are slow, inaccurate, and rely on someone remembering who signed in.
- Disconnected spreadsheets offer no real-time visibility and are prone to errors.
- Lack of visitor screening leaves your site vulnerable to unauthorised access.
- Without contractor induction, you have no record of safety briefings or licence verification.
Real-Time Visibility Protects People and Minimises Risk
A modern, cloud-based visitor management system provides a dynamic, real-time view of everyone on site. This isn’t just about security; it’s about fulfilling your legal duty of care and ensuring a swift, accurate response in an emergency. Integrating contractor induction ensures all personnel are aware of site safety protocols.
- Visitors self-register via a kiosk, capturing essential details and issuing a visitor badge.
- The system automatically logs arrival and departure times, providing a live site occupancy report.
- Contractors complete a mandatory induction process – safety briefings, licence verification, and acknowledgement of site rules – before check-in.
- In an emergency, generate an emergency evacuation report listing everyone currently on site.
- Offline / disconnected mode ensures the system continues to function and record occupancy even if the internet connection is lost.
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 a proactive approach to visitor and contractor management. We’ve found that a cloud-connected system with real-time evacuation reporting isn’t just about compliance; it’s about knowing, with certainty, that you’ve accounted for everyone under your care.
Content prepared by Time and People — visitor and contractor management across Australia and the United States.