When visitor notifications are routed to the wrong person, guests linger in reception, creating security gaps and operational delays. In Australia and the US, WHS Act 2011 and OSHA obligations require PCBUs and employers to maintain site control. While a PA handles administrative tasks, an EA manages high-level strategic operations for executives, often serving as the primary gatekeeper for site access and visitor notifications.
Unmanaged Visitor Arrivals Create Compliance Gaps
Australian WHS Act 2011 and US OSHA regulations require you to maintain a safe environment by knowing exactly who is on site and who is responsible for them. In our work with Australian and US organisations, we’ve found that failure to route visitor notifications to the correct support staff—whether a PA or an EA—can lead to unescorted guests in restricted areas.
Manual Notification Failures Undermine Site Security
Most organisations rely on receptionists making phone calls or sending manual emails, which creates a lag between arrival and escort. When visitor data is trapped in a paper log or a disconnected system, the chain of responsibility for that person’s safety is broken.
- Notifications sent only to the executive, causing delays when the executive is in meetings.
- Lack of secondary notifications to PAs or EAs, leaving visitors unattended in the lobby.
- Reliance on paper logs that cannot trigger an immediate digital alert to the host’s support team.
- Inefficient communication that prevents a rapid, real-time muster roll call during an incident.
Automating the Chain of Notification
A cloud-based visitor management system ensures that the right person is alerted the moment a guest arrives. By integrating notification profiles, you ensure that both the host and their administrative support—PA or EA—are informed simultaneously.
- Configure employee profiles to route arrival notifications to multiple recipients, such as the Executive and their EA.
- Implement visitor badge issuance immediately upon check-in to maintain visual site control.
- Pair contractor induction and check-in to ensure safety requirements are met before a PA or EA is notified of arrival.
- Ensure the system supports offline mode so site occupancy records remain accessible even if the network fails.
- Generate a real-time evacuation report to verify all notified hosts and their guests during a muster point verification.
Time and People: Visitor Management That Works When It Has To
Time and People converts complex compliance obligations into working infrastructure across Australia and the United States. In our experience, allowing notifications to be sent to a PA or EA—rather than just the executive—significantly reduces lobby congestion and improves site security. Our cloud-connected visitor management and real-time evacuation reporting protect the people on your site.
Content prepared by Time and People — visitor and contractor management across Australia and the United States.