A paper sign-in sheet doesn’t know who left the building, creating a critical security vulnerability. In both Australia and the United States, PCBUs and employers have a legal duty to maintain a safe working environment, and that includes knowing *exactly* who is on site at all times – not just who arrived. Failing to do so exposes your organisation to significant risk, particularly during an emergency. A digital visitor management system, combined with robust procedures, is the only way to reliably prevent tailgating and meet your legal obligations.
Knowing Who Is On Site Is The Law
Australian WHS legislation places a clear duty on PCBUs to know who is on site at all times. Similarly, in the United States, OSHA requires employers to account for all personnel during an emergency. In our work with Australian and US organisations, we consistently see that a lack of real-time visitor data is a major contributing factor to evacuation failures and potential liability.
Paper Processes Create a False Sense of Security
Most organisations rely on outdated methods that simply don’t provide the level of control needed to prevent tailgating. A manual process cannot dynamically verify visitor presence, track check-outs, or provide a reliable real-time site occupancy report when it matters most.
- A paper visitor log cannot distinguish between a legitimate visitor and someone following closely behind.
- Manual visitor tracking is prone to errors and omissions, especially during peak periods.
- Without photo ID badging, reception staff have no visual confirmation of authorised access.
- Existing security protocols are undermined if visitors aren’t properly identified and tracked.
- Emergency responders are put at risk if they don’t have an accurate list of people inside the building.
A Digital System Provides Dynamic Control
A cloud-based visitor management system, when properly configured, provides the dynamic control needed to prevent tailgating and ensure site security. It moves beyond simply recording arrivals to actively managing visitor presence and access. This is especially critical when combined with offline capability to ensure data is available even during a network outage.
- Implement mandatory pre-registration for all visitors, requiring host approval before arrival.
- Utilise visitor badge issuance with clear visual identification – including photo ID badging.
- Configure the system to require a host to actively ‘check-in’ their visitor before access is granted.
- Train reception staff to actively monitor for and challenge anyone attempting to follow a visitor without proper check-in.
- Leverage the system’s reporting capabilities to identify patterns of unauthorised access attempts.
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 implement visitor management systems that genuinely protect people. We’ve found that a cloud-connected system with real-time evacuation reporting is essential for meeting your WHS and OSHA obligations. We deliver peace of mind, knowing that your evacuation team has the accurate, up-to-date information they need to account for everyone on site.
Content prepared by Time and People — visitor and contractor management across Australia and the United States.