What site access management software does, the fifteen features a New Zealand worksite should look for, and how to tell a system built for worksites from one built for office lobbies.
Site access management software controls and records who enters a physical worksite. People sign in by scanning a QR code on their own phone, the system checks they are inducted and compliant before they go any further, and the business gets a live, time-stamped record of everyone on site for evacuations, audits, and health and safety records.
It replaces the paper sign-in book at the gate and the spreadsheets someone in the office uses to chase inductions, certifications and expiry dates. When a person arrives, the system checks their access and compliance together on one record.
Search the term and you will see results about "privileged access management". That is IT access management, which controls logins to computer systems. Site access management covers people physically walking onto construction sites, warehouses, factories, farms, and other operational worksites. It is also broader than visitor management, which is built for office receptions. On an operational site most arrivals are workers who must be compliant before they start.
The sixty-second video shows a person scanning in at the gate, SiteKey checking compliance before they start, and the live record of who is on site.
SiteKey is QR site sign-in and health and safety software for New Zealand workplaces. The video shows the features described on this page working together on a live site. The features shown are QR pass check-in for staff and contractors, visitor management and contractor pre-registration, training compliance gates that stop an un-inducted person before they reach the work face, live evacuation lists with automatic sign-out, incident and near-miss reporting, health and safety site walk records, toolbox talks and a JSA library, GPS geofencing so attendance is recorded at the site itself, and multi-site visibility from one login. Fire Warden inspections are coming next. SiteKey suits warehouses, offices, orchards, packhouses, workshops, manufacturing sites, depots and multi-contractor projects, and replaces paper sign-in sheets and manual compliance spreadsheets. Book a free demo, or read the fifteen-feature breakdown below.
Without these six features, a system records names the same way the paper book did.
These three features tell you who is on site when you need to know in a hurry.
Shows who is signed in right now, with name, company and time, on any phone or tablet.
When the alarm goes, the site manager opens the live list and accounts for every person, with no clipboard from the site office and no guessing who left at smoko.
The system signs out anyone still signed in at the end of the day, including people who forgot.
Some systems also store the daily safety records that would otherwise be kept on clipboards and in shared drives, filed against the person and the site they relate to.
Crew report from the scene with photos, actions get assigned and closed out, and notifiable events are captured accurately for WorkSafe. More on incident reporting.
The topic, the talk and attendance are logged in seconds, with attendance drawn from who is signed in. More on toolbox talks.
Safety walks are recorded as they happen, with findings, photos and assigned actions. Auditors ask for these records as evidence of officer due diligence. More on site walks.
Job safety analyses are stored digitally, reviewed daily where required, and available at the point of work. What a JSA is and how a digital library works.
Your company nominates the hazards and risks, and SiteKey shows them in the site induction and again at sign in.
SSSPs are stored against their site, and the people working under them can open them on a phone. What an SSSP is and what goes in one.
Once two or three products tick the feature boxes, compare them on cost at your headcount, whether people will use them, setup time and support.
Start with the cost at your busiest headcount. Per-user pricing looks cheap until a project brings a big crew through the gate, so ask for the price in your busiest month.
Next, check whether people will use it. They bypass anything that needs an app download, a new account or a queue at a kiosk. A fixed kiosk has the same problems as the paper book. It is slow at peak times and bolted to one spot at the entrance, so staff walk straight past it. QR signs can go at every entrance, in the smoko room, and in high foot traffic areas where crews gather, so people sign in wherever they already are. If sign-in takes more than thirty seconds on a person's own phone, your record will have holes.
Ask how long setup takes. A worksite system should be live in days, with the vendor doing the configuration. If onboarding takes months and needs your IT team, the system was built for a different kind of customer.
Find out who answers when something breaks. For NZ sites you want support in your time zone from people who understand HSWA obligations. Our guide to comparing NZ site access software works through these questions in more detail, and the why SiteKey page shows how we answer them.
SiteKey covers all fifteen features above in one system. That includes QR sign-in with no app, induction and compliance gates, GPS geofencing, a live on-site list, and the incident, toolbox talk, site walk and JSA records. It is built in New Zealand for NZ worksites, we set it up for you within days, and it costs a flat $30 a month for an office and $50 a month for a worksite, with no per-user or per-scan charges. See full pricing on the SiteKey homepage.
"We needed something that actually worked on a building site, not an office lobby system that cost a fortune and needed an IT team to set up. SiteKey was running within a couple of days."Builder, Whangarei
Site access management software controls and records who enters a physical worksite. People sign in by scanning a QR code on their phone, the system checks they are inducted and compliant before they go further, and the business gets a live, time-stamped record of everyone on site for evacuations, audits, and health and safety records. It replaces the paper sign-in book and the spreadsheets used to track inductions and certifications. IT access management, which controls logins to computer systems, is a separate category. SiteKey is site access management software built for New Zealand worksites.
Look for QR sign-in that works on any phone with no app to download, automatic induction and compliance checks at the gate, a live on-site list that doubles as an evacuation roll, contractor and visitor pre-registration, automatic sign-out, and GPS geofencing to confirm people sign in at the site. Some systems also store incident and near-miss reports, toolbox talk records, site walk records, and a JSA library. Then check the pricing model, where support is based, and whether setup takes days or months.
Visitor management is built for office receptions, where the job is greeting guests, printing badges and notifying hosts. Site access management is built for operational worksites, where most arrivals are workers and contractors who must be inducted and compliant before they start. It adds compliance gates, certification checks, evacuation lists, and audit-ready records. If your site has contractors, machinery, or health and safety obligations under HSWA, you need site access management. Our guide to visitor management vs site access management covers the differences in full.
Yes. Under the Health and Safety at Work Act 2015, a PCBU must keep workers and others on site safe so far as is reasonably practicable. In practice that means knowing who is on site, confirming they are inducted and competent, and being able to show records of both. Site access management software produces those records automatically, with time-stamped sign-ins, induction verification at the gate, and searchable history for WorkSafe or client audits. The software does not replace your obligations. See our guide to HSWA site access obligations for the detail.
For operational worksites, yes. A kiosk or tablet at the entrance is slow at peak times, so a queue forms and staff walk past it, and it is fixed in one place on what is often a large site. QR signs cost nothing to duplicate, so you can place them at every entrance, in the smoko room, and in high foot traffic areas where staff gather. Everyone signs in on their own phone at the same time, with no queue and no hardware to buy or maintain.
Not with a QR-based system. With SiteKey, contractors and visitors point their phone camera at a QR sign at the gate and sign in through a short web form in their browser. There is nothing to install and no account to create. When a system requires a downloaded app, sign-in rates fall because some people cannot or will not install it.
Pricing models vary. Many platforms charge per user or per sign-in, so costs climb as your workforce grows. SiteKey charges a flat monthly fee per site, $30 a month for an office and $50 a month for a worksite, with no per-user charges and no per-scan costs. When comparing systems, ask what the price becomes at your realistic headcount. See full pricing on the SiteKey homepage.
Book a short demo and we will show you sign-in, compliance gates and the safety records working, then set you up within days.
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