When an emergency happens, paper logs are useless – they can’t tell you who’s still on site. In Australia and the United States, organisations need real-time visitor data to comply with WHS and OSHA regulations. We’ve found that syncing visitor data with document management systems like SharePoint or Google Drive is crucial for organisations to ensure compliance and visitor safety.
Real-Time Visitor Data is a Legal Obligation
In our work with Australian and US organisations, we’ve seen that the law requires PCBUs and employers to know who is on site at all times. The WHS Act 2011 in Australia and OSHA regulations in the United States mandate that organisations maintain accurate and up-to-date records of everyone on site. This includes visitors, contractors, and employees.
The Gap Between Paper-Based Processes and Real-World Protection
Most organisations rely on paper logs or disconnected spreadsheets to manage visitor data, which exposes them to significant risks during evacuations. Without real-time check-out tracking, organisations can’t account for everyone on site, putting them at risk of non-compliance and liability. This gap can have devastating consequences in the event of an emergency.
-
* Paper logs can’t be updated in real-time, leaving organisations with inaccurate data.
* Disconnected spreadsheets can’t be accessed during an emergency, making it difficult to account for everyone on site.
* Manual roll calls are time-consuming and prone to errors, putting everyone at risk.
* Visitor data with no check-out tracking makes it impossible to know who is still on site during an emergency.
A Functioning Visitor Management System
A cloud-based visitor management system can close the gap by providing real-time occupancy data, offline capability, and automated check-out tracking. This ensures that organisations can account for everyone on site during an emergency, reducing the risk of non-compliance and liability. Our experience has shown that a well-designed visitor management system can make all the difference in an emergency.
-
* Implement a cloud-based visitor management system that can be accessed from any authorised device.
* Ensure the system has offline capability to maintain site occupancy records even if the internet drops.
* Automate check-out tracking to ensure accurate and up-to-date visitor data.
* Integrate the system with document management systems like SharePoint or Google Drive for seamless data syncing.
Time and People: Visitor Management That Works When It Has To
At Time and People, we’ve spent over 12 years helping organisations across Australia and the United States implement effective visitor management systems. Our experience has shown us that compliance obligations are not just about checking boxes – they’re about protecting people. We’ve seen firsthand the difference a well-designed visitor management system can make in an emergency, and we’re committed to helping organisations prioritise the safety of their visitors, contractors, and employees.
Content prepared by Time and People — visitor and contractor management across Australia and the United States.