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Managing Visitors to Construction Sites

Duty of Care to Visitors​

PCBUs have a duty to ensure the health and safety of all persons at the workplace, including visitors.

[!important] PCBU Duty (WHS Act s.19-20) PCBU must ensure, so far as reasonably practicable:

  • The health and safety of workers
  • That other persons (including visitors) are not put at risk from work carried out

"Other persons" includes:

  • Clients and customers
  • Delivery drivers
  • Tradespeople from other companies
  • Building inspectors and certifiers
  • Architects, engineers, consultants
  • Government inspectors (WorkSafe, council)
  • Members of the public who may enter site

Visitor Categories​

Types of Visitors​

Frequent/Regular visitors:

  • Subcontractors and their workers (regular access)
  • Suppliers making regular deliveries
  • Project consultants (architects, engineers)
  • Building certifiers/inspectors

Occasional visitors:

  • One-off deliveries
  • Client site inspections
  • Prospective buyers/tenants
  • Media/photographers

Emergency services:

  • Ambulance, fire, police
  • May arrive during emergency (different access requirements)

Site Access Control​

Physical Access Controls​

Perimeter security:

  • Hoarding/fencing around site perimeter
  • Controlled entry points (gates, turnstiles)
  • Signage: "CONSTRUCTION SITE - AUTHORIZED PERSONNEL ONLY"
  • "VISITORS REPORT TO SITE OFFICE" signs at entry points

Entry procedure:

  • Single designated entry point where practicable
  • Site office at entry (visitor check-in)
  • Security personnel for large sites

Visitor Register​

Record all visitors:

  • Name
  • Company
  • Purpose of visit
  • Time in/out
  • Contact number (emergency)
  • Signature

Purpose:

  • Know who is on site (emergency evacuation)
  • Contact tracing (if incident or COVID-19 exposure)
  • Access control (unauthorized entry)

Digital systems:

  • Electronic sign-in (tablet, QR code)
  • Automated notifications to host
  • Real-time site occupancy count

[!example] Visitor Register Example Large commercial site uses tablet at entry:

  • Visitor scans QR code or enters details
  • System sends SMS to host: "John Smith from ABC Electrical has arrived"
  • Visitor issued numbered high-vis vest
  • On exit, vest returned, system logs departure time
  • Site manager can view real-time visitor list

Site Induction​

Induction Requirements​

All visitors must receive site induction before entering construction areas.

Induction level depends on:

  • Duration of visit
  • Areas accessed
  • Nature of visitor's activities

Short Visit Induction (15-30 minutes)​

For: Occasional visitors, short inspections, deliveries to specific area

Content:

  • Site hazards overview (working at heights, plant movements, excavations)
  • PPE requirements (hard hat, safety boots, high-vis)
  • Emergency procedures (evacuation, assembly point, fire alarm sound)
  • Site rules (no lone working, stay with escort, designated pathways)
  • Prohibition on mobile phone use while walking (distraction hazard)
  • Environmental (noise, dust management)

Delivery:

  • Verbal briefing by site supervisor or safety officer
  • Short video (10 min) + Q&A
  • Visitor signs attendance record

Comprehensive Induction (1-2 hours)​

For: Regular visitors, subcontractors, extended site access

Content includes:

  • Company WHS policy
  • Site-specific hazards (detailed)
  • Risk management procedures
  • High-risk work on site (SWMS requirements)
  • Consultation arrangements (HSRs, toolbox talks)
  • Incident reporting procedures
  • Site-specific rules (smoking areas, amenities, parking)
  • Traffic management plan
  • Environmental management
  • First aid and emergency procedures

Delivery:

  • Classroom session or online module
  • Site walkthrough
  • Assessment (test or quiz to verify understanding)
  • Induction card/certificate issued (valid for 6-12 months for regular visitors)

Construction industry standard:

  • White Card (general construction induction) accepted as baseline
  • Site-specific induction still required (project-specific hazards)

Induction Records​

Maintain records:

  • Who inducted
  • Date and time
  • Content covered
  • Assessment result (if applicable)
  • Expiry date (for regular visitors)
  • Signature of visitor and inducting person

Retention: Duration of project + 5 years (for potential legal/insurance claims)

Visitor PPE Requirements​

Minimum PPE for Construction Sites​

All visitors to construction areas must wear:

  • Hard hat (AS/NZS 1801)
  • Safety boots (steel cap, AS/NZS 2210)
  • High-visibility clothing (Class D or Class D/N, AS/NZS 4602)

PCBU must provide if visitor does not have:

  • Disposable/visitor hard hats (stored at site office)
  • High-vis vests (numbered, issued and returned)

Additional PPE if accessing specific hazards:

  • Safety glasses (grinding, cutting, dusty areas)
  • Hearing protection (noisy areas >85dB)
  • Respirators (silica dust areas)

PPE Issuance Procedure​

At site office:

  1. Visitor completes induction
  2. PPE issued (hard hat, high-vis vest if needed)
  3. Record PPE issued (vest number)
  4. On exit, PPE returned, record updated

[!tip] Visitor PPE Kit Many sites prepare visitor PPE kits:

  • Box of disposable hard hats (adjustable)
  • 20 numbered high-vis vests (orange, size L/XL)
  • Box of disposable safety glasses
  • Visitor PPE issuing log

Escort and Supervision​

When Escort Required​

Visitors must be escorted when:

  • Not inducted in full site hazards
  • Accessing high-risk areas (near excavations, overhead work, plant operations)
  • Limited construction site experience
  • Short, one-off visit

Escort responsibilities:

  • Ensure visitor wears PPE
  • Guide visitor via safe routes (designated pathways)
  • Alert visitor to immediate hazards
  • Ensure visitor complies with site rules
  • Prevent visitor from entering restricted areas

Unescorted Access​

May be permitted for:

  • Inducted regular visitors (subcontractors, consultants)
  • Visitors with construction site experience and current White Card
  • Accessing designated safe areas only (site office, amenities)

Conditions:

  • Comprehensive induction completed
  • PPE worn
  • Designated pathways used
  • Restricted areas not accessed

Designated Visitor Routes and Exclusion Zones​

Safe Pathways​

Establish designated walkways:

  • Separated from vehicle/plant routes (barriers, fencing)
  • Overhead protection if required (falling objects risk)
  • Clear signage ("PEDESTRIAN ACCESS")
  • Maintained (no materials, trip hazards)

Site maps:

  • Provided during induction
  • Shows safe routes, exits, assembly points, amenities, first aid
  • Restricted areas marked

Exclusion Zones​

Areas prohibited to visitors:

  • Active excavations (unless specific purpose, supervised)
  • Areas with overhead work (unless work suspended)
  • Confined spaces
  • High-risk work areas (demolition, asbestos removal)
  • Plant operation zones

Marked by:

  • Physical barriers (fencing, tape)
  • Signage: "NO ENTRY - AUTHORIZED PERSONNEL ONLY"
  • Induction briefing

Emergency Procedures for Visitors​

Visitor Inclusion in Emergency Plans​

Emergency evacuation:

  • Visitor induction includes evacuation procedures
  • Assembly point location
  • Fire alarm sound
  • Muster procedure (visitor register used for roll call)

Visitor register critical:

  • Identifies who is on site during emergency
  • Contact numbers for notification (if visitor injured)

Escort responsibilities:

  • In emergency, escort ensures visitor evacuates
  • Reports visitor accounted for at assembly point

Client and VIP Visits​

Managed Site Tours​

For: Client inspections, potential buyers, media, stakeholder visits

Planning:

  • Schedule during low-activity periods where possible
  • Notify all workers (toolbox talks: "Client visiting Level 2 at 10am, ensure area tidy and safe")
  • Pre-visit hazard check (remove trip hazards, secure materials)
  • Designated tour route planned
  • Experienced escort assigned (site manager, WHS coordinator)

Briefing:

  • PPE requirement explained before entry
  • Hazards overview
  • Stay with group, follow escort instructions
  • No touching equipment/materials
  • Photography restrictions (if applicable)

Group size:

  • Limit to manageable number (typically 6-8 max per escort)
  • Multiple escorts for larger groups

[!example] Client Inspection Visit Developer bringing 12 prospective buyers to inspect apartment project:

  • Visit scheduled Saturday (minimal trades on site)
  • Pre-visit site cleanup and safety check
  • Induction: 15 min video + briefing
  • PPE issued: hard hats, high-vis vests
  • Split into 2 groups (6 per group, 2 escorts)
  • Tour route: amenities → level 1 lobby → level 3 display apartment → level 6 rooftop (views) → exit
  • Restricted areas avoided (scaffolding, incomplete fire stairs)
  • Duration: 1 hour
  • All visitors sign register in/out

Delivery Driver Management​

Delivery Procedures​

Driver briefing:

  • At gate/entry: "Report to site office before unloading"
  • Site office provides brief induction: site hazards, PPE requirement, unloading area, reversing procedures

Designated delivery area:

  • Separate from work areas where possible
  • Marked with signage
  • Unloading zone painted or marked
  • Banksman/spotter assigned for reversing

PPE:

  • Hard hat and high-vis (minimum)
  • Safety boots if leaving cab

Driver responsibilities:

  • PPE worn when out of cab
  • Follow site traffic management plan
  • Use banksman for reversing
  • Stay in designated delivery area

Contractor and Subcontractor Visitors​

Subcontractors are workers, not visitors, if regularly on site. However, first-time access requires induction.

Process:

  1. Pre-qualification: SWMS reviewed and approved before site access
  2. Site-specific induction: Full induction before commencing work
  3. Regular toolbox talks: Ongoing consultation
  4. Integration: Subject to same site rules as direct workers

Subcontractor principal/supervisor:

  • Must ensure own workers inducted
  • Coordinates with principal contractor on access, hazards

Compliance Monitoring​

Visitor Management Checks​

Daily:

  • Site supervisor checks visitor register (who is on site)
  • Visitor PPE compliance (during site walkthrough)
  • Escorts performing duties

Weekly:

  • Review induction records (all visitors inducted?)
  • Visitor incident/near-miss review
  • Induction content currency (new hazards emerged?)

Monthly:

  • Audit visitor management system
  • Review visitor numbers/types (trends)
  • Improve procedures if needed

Practical Construction Example​

Large Commercial Construction Project​

Visitor management system:

Physical access:

  • 2.4m perimeter hoarding
  • Single entry gate with site office
  • Security guard (7am-5pm weekdays)
  • After-hours access by arrangement only

Induction:

  • Short induction (delivery drivers, one-off visitors): 15 min video at site office + verbal briefing
  • Full induction (subcontractors, regular visitors): 1 hour classroom session + site walkthrough, assessed

Visitor categories:

  • Subcontractors: Full induction, SWMS, White Card verified, high-vis with company logo
  • Consultants/inspectors: Full induction first visit, valid 6 months, high-vis vest issued
  • Delivery drivers: Short induction each visit, hard hat + high-vis provided
  • Clients/VIPs: Managed tours, short induction, escorted

PPE:

  • 50 disposable hard hats stocked
  • 30 numbered orange high-vis vests (visitor-specific, different from worker blue vests)
  • Vest/hard hat register (track issuance/return)

Digital system:

  • Tablet at entry, electronic sign-in
  • QR code option for repeat visitors (auto-fills details)
  • SMS notification to host
  • Real-time dashboard (site manager sees who is on site)
  • Automated reminder to sign out

Visitor routes:

  • Designated pathways marked with green painted lines
  • Overhead protection at ground level entry (scaffolding above)
  • Site map at entry showing safe routes, exclusions zones, assembly points

Emergency:

  • Visitor register used for roll call at assembly point
  • Fire warden checks all visitors accounted for

Statistics (18-month project):

  • 1,847 visitor entries (avg 8 per day)
  • Zero visitor incidents
  • 100% induction compliance (verified by audit)