Using QR Codes for COVID Safe Check-in & COVID Contact Tracing

Details

Due to COVID-19, many governments require businesses to have contact tracing in place. Although paper sign-in forms are an easy solution, some Australian government entities recently required that all contract tracing data capture is performed digitally - due to issues with storage, safekeeping & illegible handwriting.

In this guide, we'll show you how to create the form to capture the data, then create a QR code which links to the form to make it easy for your customers to access. You could also display this form on a regularly-sanitised tablet or iPad at your venue. We've also included details on how to make an optional sign-out form.

With our platform, your contact's data remains in Australia.

Most Government entities state that you are not allowed to market to those who sign-in for contract tracing purposes. This data is ONLY to be used for contact tracing purposes. Please check with your local Government authority for more details.

Example

Here's an example of what your form could look like...

How-to Guide

Create the Sign-in Form

1. Once logged into our platform, select Lists and Forms from the sidebar.
2. Click New List.
3. Click the + icon in the Blank List panel. Your new list will be created.
4. On the confirmation dialog, click Edit List & Create Forms. The list will now open in the Forms editor.
   
5. Click Details to the top right and rename your list to something a little more self explanatory. In our case, we'll call it 'COVID Contact Tracing'.
   
6. Click Save.
7. By default, your list (and thus, your form) will have two fields on it already - Email and Mobile Phone. However, most government entities require additional fields. In the case of the Queensland Government, they also need to store the date & time of patronage (this is automatic), as well as the person's residential address (only if they don't have an email address). Let's create a new field for the residential address. Click Add New Fields to the right.
   
8. Scroll down and select the Text Field field-type.
9. Click Add.
10. Change the field name to Full residential address (or similar).
    
11. Click Save. The new field will be added to your form. Repeat these steps to add additional fields if required by your local Government authority.
12. Next, we need to make the phone field mandatory. Select the field and, in the Settings area to the right, set Mandatory to be Yes. You can also rename the field if desired - for example, to just 'Phone' (instead of 'Mobile Phone').
    
13. We now need to make the email address field non-mandatory, as some people may not have one (which is why many Government entities require the email address OR residential address). Select the field and, in the Settings area to the right, set Mandatory to be No. You will need to skip this step if you decide to use a sign-out form as well - as the email field is required for our system to function correctly.
14. You may now wish to edit the form appearance (alter the colour scheme of the form, add your logo, add additional text) or add additional fields to the form.
15. Finally, customise the thank you message that your signed-in customers will see. This is done on the Thank You Page sub-tab, as shown.
    
16. Adjust any wording or design elements as required. Here's an example of our form's Thank You Page...
    
17. When done, click Save.

Create the Sign-Out Form (Optional)

You may optionally wish to use a sign-out form too.

If you decide to use this form, your customers will need to log into the form using their email address (the one they used on the sign-in form) before they can sign themselves out. As such, you'll need to make the Email field mandatory in Step 13, above. Otherwise if the user doesn't fill this in, they won't be able to sign-out.

1. Once logged into our platform, select Lists and Forms from the sidebar.
2. Double-click on the list in question (the one you created for your sign-in form) to open it into Forms view.
3. Click Update Profile to open this form for editing. The login form will appear first, so feel free to edit the form appearance (alter the colour scheme of the form, add your logo, add additional text) - as your customers will see this first. Here's an example of our form's login page...
   
4. Let's now customise the actual sign-out form. Click the Update Profile sub-tab, as shown.
   
5. Let's create a new field to store the sign-out time. You could create this as a free text field (where the customer can enter anything they wish), a pre-built date & time field or a checkbox. We'll use a checkbox for this example. To create your new field, click Add New Fields to the right. The checkbox won't store date & time data; however, our platform has a 'Date Last Modified' system field which gets updated when the user signs out - so we can obtain the date & time data this way.
6. Scroll down through the list of available fields and select the Checkbox field type.
7. Give the field a name (such as 'Signed out'), add some text to the checkbox part of the field and alter the display name is required.
   
8. Click Save.
9. Select on your newly created field and set it to Mandatory using the options to the right.
10. Finally, adjust any wording or other elements (such as the button text, position etc) as required. Here's an example of our form design...
    
11. When done, click Save.

Create a QR Code for Customers To Quickly Open Your Forms

1. With your sign-in form open in the editor, click Add Form to Website (top right).
2. A short link to the form is provided on this screen. Highlight this link and copy it.
3. Next, open a new browser window / browser tab and visit a QR code generator website. Before you select a website to create a QR code for you, make sure you do your research by checking reviews, credibility, ease of use and the level of their support. Here’s a few safe ones recommended by KnowTechie:
   • QRTiger
   • Qrd.by
   • Visualead
   • ForQRcode
   • Beaconstac
4. Paste the link (that you copied in step 2, above) into the QR Code generator and wait for it to create the code for you.
5. Download the QR Code image and use it on your in-store signage / posters.
6. Repeat these steps to create a separate QR code for your sign-out form too.

Test the Sign-in QR Code

1. Scan the sign-in QR code with your phone and see if it opens your form.
2. Complete the form. Each time someone fills-in & submits the form, the data will be saved on your list as a new contact.
3. Use the guide at the end of this article to view the information collected, to ensure your details are saving correctly. 

Test the Sign-Out QR Code

1. Scan the sign-out QR code with your phone and see if it opens your form.
2. Log into the form (use the email address that you originally signed-in with).
3. Complete the form and save it. Each time someone submits the form, the data will be saved against their existing contact record.
4. Use the guide at the end of this article to view the information collected, to ensure your details are saving correctly (as shown).
   

View Contact Data or Retrieve Contact Information if Asked by Health Authorities

1. Once logged into our platform, select Contacts from the sidebar.
2. Use the dropdowns at the top to locate your list. All contacts on the list will now be shown.
3. By default, some fields are hidden. Click the Table Settings (small ⚙️) icon towards the top-right of the table (shown below). Tick all of the fields you wish to view. We'd also recommend enabling the Date Added and Date Last Modified fields.
   
4. You can now download this list, or use the search tool provided to look for people added between two particular dates / times, if needed.