Visitor management software, as of December 2025, is a system used by Australian organisations to digitally record and manage the arrival, movement, and departure of visitors to their premises, supporting compliance with Work Health and Safety (WHS) obligations and data privacy requirements.
These systems typically operate by requiring visitors to sign in via a kiosk, tablet, or web browser, capturing details such as name, organisation, purpose of visit, and emergency contact information. Data is stored securely, often in the cloud, and can be integrated with access control systems, fire evacuation plans, and WHS incident reporting. Currently, most systems now include features for pre-registration, automated notifications to hosts, and the generation of visitor reports. Under harmonised WHS frameworks, a Person Conducting a Business or Undertaking (PCBU) has a duty of care to ensure the health and safety of visitors, and maintaining accurate visitor records for a minimum of six months (or longer depending on state/territory legislation and incident reporting requirements) assists in fulfilling this obligation. Data handling must comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988, including obtaining consent for data collection and ensuring data security. In 2026, increased focus is expected on integration with national security frameworks and real-time emergency response systems.
In practice, visitor management software functions as a digital logbook, providing a verifiable audit trail of who was on-site and when, supporting a safer and more secure environment.