Visitor Management
The paper sign-in book is still sitting in more Perth reception areas than anyone would admit — a privacy problem, a fire-evacuation problem, and a first impression that undersells everything behind the lobby. Modern visitor management replaces it with something that actually works: pre-registered visitors, a fast kiosk sign-in, inductions completed before arrival, and a visitor pass that gets people to the right floor and nowhere else.
A tablet or purpose-built kiosk at reception handles arrival: the visitor enters or confirms their details, the system prints or issues a pass, and their host gets an instant notification on Teams, email or SMS. Reception stops being a transcription service and goes back to being a welcome.
Your staff register visitors when the meeting is booked; the visitor receives an email or calendar invite with arrival instructions, parking details and a QR code. On the day, they scan and walk. For boards, training days and client functions, bulk pre-registration turns a lobby queue into a non-event.
Sign-in for contractors can carry conditions: induction videos completed and acknowledged before a pass is issued, licence and insurance details captured, NDAs signed digitally at the kiosk — with the evidence held against the exact document version.
Because the system knows who is signed in, it produces a live evacuation list on any warden’s phone the moment an alarm sounds — including contractors and the visitor whose host is off-site. This is routinely the feature that gets facilities managers over the line.
Watchlists & privacy
Visitor management collects personal information, so it needs to be set up deliberately, not just switched on. The system can flag arrivals who shouldn't be issued a pass — former employees subject to exclusions, individuals named in legal orders, or contractors with lapsed inductions — and alert security or management discreetly rather than at the kiosk. For tenancies with genuine protective concerns, this is a calm, documented alternative to relying on reception's memory.
On the privacy side, a well-configured system collects the minimum needed, shows arrivals only their own details (the sign-in book's fatal flaw was showing every previous visitor to the next one), retains records for a defined period rather than forever, and restricts who can search the log. Depending on your organisation's obligations under the Privacy Act and the Australian Privacy Principles, you may need a visitor privacy notice at the point of collection — we configure the system to present it, and your legal advisers confirm the wording. This is general information, not legal advice; what matters is that the configuration decisions are made consciously, and documented.
Beyond your reception
In a tower, the visitor journey doesn't end at your reception — often it starts twenty floors below it. Where the base building runs destination-control lifts and a compatible access platform, visitor management can extend to the full journey: the pre-registration QR code opens the lobby speed gates and calls a lift to your floor, with the visitor's pass working for your levels only, for the duration of the visit. Passes expire automatically at sign-out or end of day, so visitor credentials never accumulate as loose ends in the building system — and deliveries can be handled with short-lived, tightly-scoped passes rather than someone riding down to the lobby.
What's achievable depends on the building's lift and access platforms and on building management's agreement — this is tenant-side integration work through the base-building contractor, which is exactly the territory we work in. See lift integration and lobby security for the building-side pieces.
We install the kiosk hardware, integrate with your access control, network and directory (visitor notifications work best when the system knows who your staff are — see IT support), and can operate the platform under managed services so software updates, badge stock and configuration changes never become reception's problem.
Usually, yes. Most modern visitor platforms integrate with common access control systems so visitor passes are issued and revoked automatically. Where direct integration isn’t available, the system still runs standalone for sign-in, notifications and evacuation lists — the access link can come later with an access control upgrade.
The kiosk handles the standard flow end to end — sign-in, host notification, pass issue. Paired with an intercom, non-standard arrivals ring through to a nominated staff member or your phones. Plenty of tenancies run exactly this way outside core hours.
No. Inductions are completed once — ideally online at pre-registration — and remain valid for a period you define. The kiosk only intervenes when an induction is missing or expired, which is precisely when you want it to.
Where the building’s lift and access platforms support it, yes — the visitor’s QR code or pass is scoped to your levels for the duration of the visit and expires at sign-out. That capability depends on the base building, so we confirm it building-by-building before it’s promised to anyone.
Both are configuration decisions, not fixed features. We set retention to match your policy, restrict searching to nominated roles, and configure the kiosk so no visitor ever sees another visitor’s details. Your advisers set the policy; we make the system enforce it.
The entry point is modest — a tablet kiosk and software subscription — and the evacuation list alone justifies it for many tenancies. The system scales up to gates-and-lifts integration when and if the tenancy grows into it.
Still running a sign-in book? Let's scope a visitor system that fits your reception, your building and your compliance needs.
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Tell us about your office and what you're planning. We'll come back with a clear scope and honest pricing.
