FlowmatixFlowmatix Visitor Management
Visitor sign-in that stands up to an audit.
Contractors read your induction, accept your SWMS and sign — enforced on the server, versioned and timestamped. One iPad or Android tablet per gate. A live evacuation list in one tap.
From $49 / site / month · unlimited sign-ins · no lock-in
“Can you prove he was inducted?”
It’s the question after the incident, and the one paper can’t answer. A sign-in book gives you a name and a time. A basic app gives you a tick-box. Neither is evidence. Evidence is knowing which version of the SWMS they accepted, when, with their signature — and producing it eighteen months later in under a minute.
Visitor management system, Australia
Visitor and contractor sign-in software for sites that need a real record
Flowmatix is a visitor management system built in Australia for businesses with premises — offices, warehouses and depots, manufacturing, and trade or works sites. People sign themselves in and out on a tablet at the entrance, the office sees who is on site right now, and if the alarm goes you print a roll-call for that site. Records are audited, exportable, and kept for as long as you decide.
Visitors, contractors, couriers and your own employees all use the same kiosk, but they don’t all answer the same form — and contractors complete your induction before they are signed in.
There is nothing to install: the kiosk runs in the browser on an iPad or Android tablet you already own. See the visitor kiosk page for the tablet side, or the digital visitor book page if you are simply replacing a paper book at reception.
The compliance moat
Evidence, not tick-boxes.
Contractors read the briefing, accept your SWMS and sign — enforced on the server, so it can’t be skipped with a script or a back button. Every acceptance is versioned and timestamped. Edit your site rules and everyone re-accepts automatically.
Built for how sites actually work
One tap to a roll-call
If the alarm goes, print the evacuation list — everyone on site, per location, with photos and a box to tick against every name.
One kiosk per gate
Each entrance has its own link. The iPad already knows where it is — no “which location?” step, no wrong answers.
A form per visitor type
A courier answers three questions. A screened contractor answers eleven. Same kiosk — you configured the type.
The host knows instantly
Notified by email, SMS or a Microsoft Teams message the moment their visitor signs in.
Badges that print themselves
Printed silently on sign-in — and a printer fault never blocks someone getting on site.
Unlimited sign-ins
No metering, no caps. Your busiest month costs the same as your quietest.
How it works
How visitor sign-in works, step by step
Each entrance has its own kiosk link, so the tablet already knows which site it is on. The visitor never picks a location. From there, the kiosk asks one question per screen and only the questions that visitor’s type needs:
- Why are you here? The visitor taps their type — Visitor, Contractor, Courier, or whatever types you have set up.
- Who are you? Full name, plus mobile if you ask for it.
- Company — if the type asks for one.
- Reason — from your own list, or free text.
- Who are you seeing? A type-ahead of your hosts, or “Front office”, plus the area they’re visiting.
- Expected departure — if the type asks.
- Screening — for types that need it, WWCC or VIT details and a Code of Conduct acknowledgement.
- Induction and agreement — read the briefing, accept the SWMS, site rules or NDA, and type a signature if you require one. This step is checked on the server, so it can’t be skipped.
- Your own questions — any custom fields you have added for that type.
- Declaration — your site’s safety and privacy declaration, unless the type opts out.
- Where to go in an emergency — your assembly point and evacuation diagram for that site, shown on the safety screen. Tap the diagram to enlarge it.
- Photo — optional, taken on the tablet camera and used on the badge and evacuation list.
- Confirm — the record is saved, the host is notified if notifications are on, and a badge is offered.
A courier might see three of those screens; a screened contractor sees most of them. Employees on a roster type skip the wizard and just tap their name in and out, building a timesheet as they go. Visitors sign out by searching their name or mobile at the kiosk.
A form for each kind of visitor
Start with Visitor, Contractor, Employee and Courier, then add, rename or hide types as you need — Cleaner, Auditor, Bus driver.
What you can ask
Per type, choose whether to ask for a company, a host, an expected departure time and a reason, and whether the declaration applies. Add custom fields as text, long text, drop-down, checkbox, number or date — each required or optional.
What they must accept
Turn on an induction for a type and write the briefing it shows. Attach an agreement — SWMS, site rules or an NDA — with an optional typed signature. Change the wording and the version moves on, so everyone accepts the new text next time. More on contractor induction and SWMS sign-off.
How the visit ends
Set an automatic sign-out per type, so couriers clear after an hour instead of sitting on your evacuation list all afternoon. Choose whether the type gets a badge and photo, and a welcome email on their first visit.
During the day
Who’s on site, right now
The Visitors page is the office’s live view: everyone signed in, with type, location, host and time in, plus tabs for who is overdue or missing screening details. Anyone can be signed out with one click.
Visitors who forget to sign out are cleared by an automatic sign-out at the end of the day, or earlier for the types you choose. Hosts can be emailed when their visitor arrives, with SMS as an option; both are switched on in settings, not on by default.
When the alarm goes
An evacuation list for each site
Print a roll-call sheet for the site you are standing at: name and photo, visitor type, organisation, host, time in, mobile number and a box to tick as each person is accounted for. If you run several locations, each prints its own list.
Add your assembly point and evacuation diagram (a photo of the plan on your wall is fine) and it appears at the top of the list on the kiosk tablet and on paper, and visitors see it when they sign in. Each site can have its own. See the evacuation register and multi-site pages for how that works across gates and buildings.
Records, privacy and retention
What is kept, and who can see it.
Which wording they agreed to
Each sign-in is stamped with the version of the declaration accepted and when. Induction and agreement acceptances are stored with the title, version, signature and time — so editing your rules never rewrites old evidence.
Photos kept private
Visitor photos are stored outside the public web folder and only shown to signed-in staff with permission to view visitors. Unlike a paper book, nobody signing in can see who came before them.
Retention you set
Choose how long records and photos are kept. Once they pass that age they are deleted automatically, rather than sitting in a cupboard indefinitely.
An audit log of changes
Sign-ins, screening updates, WWCC sightings, changes to types, sites and settings, new kiosk links and exports are all logged — so “who changed the declaration?” has an answer.
Export and access by role
Download visitor records as a CSV. Separate permissions control who can view visitors, who can manage them and the settings, and who can export.
What it doesn’t do
If you’re weighing us against another product, the comparison pages set out the differences plainly.
Pricing
Simple per-site pricing. Every plan compliance-grade.
Starter
$49 /site/mo
One gate, done properly. Billed annually.
Pro · most popular
$99 /mo flat
WWCC/VIT + SWMS inductions. One price, up to 5 sites. Billed annually.
Multi-site
from $79 /site/mo
Every location, one standard. Volume pricing.
Starter is $49 per site per month billed annually, or $59 billed monthly. Pro is $99 a month flat for up to five sites billed annually, or $119 billed monthly. Every plan starts with a 14-day free trial, has no lock-in, and runs on your own iPad or Android tablet.
Add-on modules: Maintenance +$29/mo · Works & Quotes +$49/mo. Prices in AUD.
Free, no obligation
Book a Visitor Sign-In Compliance Review
A 20-minute walkthrough of your current sign-in against what an audit or an evacuation would actually require — and exactly where the gaps are. No pitch. Leave with a checklist whether or not you use Flowmatix.
Questions
How long does setup take?
About five minutes for your first kiosk: add the site, print the QR, open the link on an iPad. Building your visitor types and induction content is your content, so it takes a little longer.
What happens when I edit my site rules?
The agreement version increments and everyone re-accepts at their next sign-in. That’s the point — a signature against wording you’ve since changed proves nothing.
Is there a limit on sign-ins?
No. Every plan is unlimited — your busiest month costs the same as your quietest.
Do you integrate with our systems / support SSO?
There’s an Outlook add-in for pre-registration and Microsoft Teams for host notifications. There’s no public API or admin SSO yet — if either is a hard requirement, we’ll tell you straight.
Does it work on Android tablets as well as iPads?
Yes. The kiosk runs in the browser, so it works on an iPad or an Android tablet. Open the site’s kiosk link and add it to the home screen. There’s nothing to download from an app store.
Can our own employees use the same kiosk?
Yes. Set up an employee type with roster sign-in: staff tap their name to sign in and tap again to sign out, without going through the visitor questions. Their hours appear in a timesheet you can export to CSV.
Does it automatically turn away unsuitable visitors?
No, and we don’t claim it does. WWCC and VIT details are captured, and in Victoria can be validated against the register, but a problem is flagged to the office for a person to decide. Only names or mobiles you add to the watchlist can be blocked at sign-in.
What if someone forgets to sign out?
An automatic sign-out clears anyone still signed in at the end of the day, and you can set a shorter cut-off for particular types, such as couriers after one hour. The office can also sign anyone out from the live list.
Can we get our sign-in records out?
Yes. Staff with export permission can download visitor records as a CSV file, and roster timesheets export separately. Records are also kept for the retention period you set, then deleted automatically.
Looking for something specific?
It's one product, whichever way you came in: contractor sign-in · contractor induction · SWMS sign-off.
Set up your first kiosk this afternoon.
Fourteen days free. Card charged $0. Cancel anytime.