What is a Check-In?

Legal Framework

Regulation 48 of the Model WHS Regulations (adopted across NSW, QLD, SA, TAS, ACT, NT, and WA) specifically addresses remote or isolated work. It requires a Person Conducting a Business or Undertaking (PCBU) to provide "a system of work that includes effective communication with the worker."

This regulation establishes three key principles:

1. Systematic, not ad-hoc — A casual agreement to "call if there's trouble" is legally insufficient. Check-ins must be documented procedures with defined intervals and escalation protocols.
2. Effective communication — The technology selected must be capable of transmitting from the specific work location. In Australia, where approximately 70% of the landmass lacks reliable mobile coverage, this often necessitates satellite devices for remote work.
3. Assistance available — The regulation defines assistance as "rescue, medical assistance and the attendance of emergency service workers." A check-in system is only effective if a missed check-in triggers a response chain that results in help arriving.

Failure to implement a reliable check-in system may constitute a breach of the PCBU's primary duty under Section 19 of the WHS Act, with penalties including industrial manslaughter charges in Queensland, Victoria, and Western Australia.

Types of Check-Ins

The industry recognises a hierarchy of check-in methods based on the reliability of the safety data they provide.

Active (positive) check-ins require the worker to perform a deliberate action—pressing a button, sending an SMS, or speaking to an operator. This confirms that the worker is alive, conscious, and capable of rational action, making it the most reliable form of welfare verification.

Passive (automated) check-ins involve devices transmitting GPS coordinates or telemetry automatically, such as In-Vehicle Monitoring Systems (IVMS). While useful for tracking location, passive systems do not confirm the worker's physical condition—a vehicle will continue transmitting even if the driver is incapacitated.

Sensor-based check-ins use accelerometers and gyroscopes to detect anomalies such as falls, sudden impacts, or prolonged non-movement. Often called man-down detection, these act as automated failsafes when a worker cannot perform an active check-in due to incapacitation. Welfare timers provide another layer of protection by counting down automatically and triggering alerts if not reset.

Most modern systems combine all three approaches—active check-ins at scheduled intervals, continuous passive GPS tracking, and sensor-based fall detection—to provide comprehensive coverage.

Check-In Frequency

Australian legislation does not prescribe specific intervals—instead, the frequency must be determined through risk assessment based on the "Time to Rescue" tolerance for each work environment.

The "Golden Hour" principle from trauma medicine often guides high-risk intervals—detection within one hour significantly improves survival outcomes for serious injuries.

The Escalation Matrix

A check-in system is functionally useless without a defined escalation matrix—the procedural algorithm that executes when a check-in is missed.

A standard escalation workflow proceeds through defined stages. First, the worker receives a warning notification before the check-in is due. If the check-in time passes without response, a grace period begins—typically 5–15 minutes—during which automated reminders are sent. This buffer prevents false alarms from minor distractions.

If the worker remains uncontactable, escalation moves to verification attempts via phone call, then to secondary contact methods such as satellite devices or nearby colleagues. If all contact attempts fail, the worker's last known GPS location is forwarded to emergency services with the assumption of incapacitation.

The grace period is critical for system credibility. Without it, frequent false alarms create "alarm fatigue" where supervisors stop responding to missed check-ins—undermining the entire system.

Technology Considerations

The Australian requirement for "effective communication" creates a practical division between cellular and satellite check-in systems.

Cellular systems (4G/5G) work reliably in urban and peri-urban areas but fail in remote locations. Modern apps mitigate this through server-side timers—the countdown resides on the cloud server rather than the phone, so if the device loses signal or power, the server recognises the silence and triggers an alarm.

Satellite systems (Iridium, Globalstar, Starlink) provide coverage across 100% of Australian landmass but have higher latency and cost. For remote work definitions under WHS law, satellite capability is often the only technology that satisfies "effective communication." Devices range from Satellite Emergency Notification Devices (SENDs) like Garmin inReach to dedicated lone worker units with integrated check-in functionality.

Psychosocial Considerations

Under ISO 45003 (Psychological health and safety at work), isolation is recognised as a psychosocial hazard. A well-designed check-in protocol provides psychological safety by reassuring workers that someone is monitoring their welfare.

However, excessively frequent or intrusive check-in requirements can become a source of stress themselves. Workers may experience "surveillance stress" if they perceive check-ins as productivity monitoring rather than safety support. Best practice requires that check-in frequency be commensurate with actual risk—not used as a proxy for supervision.

Privacy legislation also applies. In New South Wales, the Workplace Surveillance Act 2005 requires 14 days' written notice before location tracking begins. Check-in policies must address what data is collected, how it is used, and provide mechanisms for workers to disable tracking when off duty.