Visitor management software, as of December 2025, typically includes a suite of standard reports designed to support workplace safety obligations and provide operational insights. In the United States, these reports help employers meet requirements under OSHA and relevant state workplace safety laws, while also assisting with potential HIPAA or CCPA considerations depending on visitor data collected.
Out-of-the-box reporting generally covers visitor check-in/check-out times, providing an audit trail for emergency evacuations and demonstrating due diligence in maintaining a safe work environment. Common reports include visitor logs detailing name, company, time of arrival/departure, and host employee. Aggregate reports show visitor volume by date, time, or host, useful for resource planning. Compliance reports demonstrate adherence to sign-in procedures, crucial for demonstrating a safe system of work to regulators. Data retention policies, configurable within the software, ensure records are stored for legally required periods – typically several years depending on state regulations. Many systems now include reports on completed questionnaires (e.g., health declarations) and emergency contact information. Integration with access control systems allows for reports correlating visitor access with sign-in data. In Australia, this supports a Principal Contractor’s Building Code of Practice (PCBU) obligations under WHS legislation, and compliance with Australian privacy principles.
These standard reports function as a core component of a documented visitor management process, providing readily available data for audits and incident investigations.
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