Work health and safety laws mean that employers have a duty of care for anyone visiting the workplace, as well as other non-employees. Visitors can cause or be hurt by WHS matters, so employers need to take them into account to properly address visitors’ and others’ health and safety. 

While there are no specific regulatory requirements for visitor log books or sign-in books, many businesses choose to maintain them. 

The reason for this is that it may be important to know what visitors are on the premises and where they are, in order to ensure visitors' health and safety is not put at risk. There have been many cases of visitors or bystanders hurt or even killed by work accidents. 

 

Evacuating visitors in emergencies 

In the event of an emergency, employers may need to account for visitors. For example, if an emergency requires evacuation of the premises, it’s vital to know how many non-employees are present at the workplace.  

The organisation’s emergency plan which is required under WHS laws should set out the procedure for making sure visitors can safely leave the premises (including any visitors who may not be independently mobile). 

There may also be security-related reasons for keeping track of visitors, in which case the organisation’s workplace and data security policies and procedures should make provision for precautions relating to visitors. 

 

Risk assessment 

By assessing the risk of health and safety issues involving visitors, employers can decide whether it’s reasonable to establish a system of visitor log books or sign-in. If it’s not reasonably foreseeable that a visitor’s health or safety could be put at risk, there may be no need for visitor log books or sign-in books. 

 

Software 

Online visitor management software is available. It allows businesses to track visitors to their building by recording how many visitors signed in and where they visited. 

Visitor records often include personal information. Employers should ensure:

  • information collected is limited to what is necessary

  • records are stored securely

  • access is restricted to authorised personnel

  • retention practices align with privacy obligations

 

Bottom line

Visitor log books are not specifically required by WHS laws, but they are a practical and widely used tool for managing safety risks.

By taking a structured, risk-based approach to visitor management, employers can better protect visitors, meet their legal obligations, and strengthen overall workplace safety..