Why maintaining safety and compliance for onsite visitors is critical

The introduction of workplace health and safety legislation in Australia in 2011 and New Zealand in 2015 meant that organisations needed to keep track of all people on their premises.[1],[2]While organisations may previously have used paper processes to sign visitors in and out, digital visitor management has now become standard practice, with visitor management systems becoming more affordable as technology advances.

Digital systems can be used to:

  • immediately inform you that a visitor is on the premises
  • provide visitors with any safety or emergency information they need while onsite
  • keep track of visitors and workers in the event of an emergency, such as a fire evacuation.

While it’s standard operating procedure for businesses to collect information about people visiting their premises, collecting this information accurately is now even more critical in the COVID-normal world. And, there has never been a more critical time to ensure that the technology used to collect this data is up to date and includes strong functionality. This might include the ability to immediately and automatically notify people that they have visitors for example.

With the added complications of COVID-19 and social distancing, that added level of visibility and traceability will help you keep workers, contractors, and visitors safe. Digital visitor management solutions that offer the ability to create customised questions to track key health information can help you remain compliant with changing government guidelines and regulations. The latest technology solutions also include temperature scanning features. Pitney Bowes LobbyTrac, for example, comes with PB TempCheck, an integrated Bluetooth infrared thermal scanner, so businesses can check a visitor’s temperature before allowing access to their premises.

Digital visitor management solutions can also be quickly customised to accommodate the introduction of new health and safety measures. Contactless check-in especially can help keep staff and visitors safe by limiting exposure to other people.

By using a contactless check-in and responding to customised questions, for example regarding COVID-19 or even flu vaccination status, visitors and contractors can be cleared by the system without interacting with other workers. Digital solutions also provide easy access to historical data, which can be used for contact tracing if COVID-19 is detected in a visitor or worker. Effective solutions can provide visibility over people on your premise at any given time, as well as facilitate more streamlined communications.

Newer technologies can also help you ensure the physical safety of people onsite. By requiring all visitors to sign in and out and display their identification, digital solutions let you more easily identify unauthorised persons and even notify relevant staff if a visitor or contractor is onsite without the right permissions.


With safety and security being a key duty of care, current digital solutions go far beyond what older systems could offer, including digital contractor management solutions that incorporate online inductions. If you require all visitors to complete a site induction, covering emergency procedures, restricted areas, or similar, a digital system can help deliver this information to your visitors quickly and efficiently on arrival. Modern visitor management solutions shoulder the burden of this task, automating most of it and ensuring that you always have the information you need to keep your workplace safe.

To find out how digital visitor systems can improve workplace health and safety at your organisation contact Pitney Bowes today.



[1] Work Health and Safety Act 2011, Australia: https://www.legislation.gov.au/Details/C2018C00293

[2] Health and Safety at Work Act 2015, New Zealand: http://www.legislation.govt.nz/act/public/2015/0070/latest/DLM5976660.html