When you activate the COVID-19 Response Toolkit for workplaces, several forms will be created automatically that allow you to screen employees, visitors and customers.
Employee screening is facilitated by two forms: the Employee Screening form and the Employee Verification form.
Employee Screening form
Employees should complete the Employee Screening form prior to arrival at their workplace. They can use any web browser to complete the form and it is recommended that they use the same device every day, ideally their own mobile phone. No app download is required.
The link to the employee screening form can be found on the 'Collect' tab, under 'Web Collection' (you will need to enable web collection for the form if not already enabled).
The link to the form can be shared with employees in multiple ways - depending on how you prefer to communicate with staff:
- Display the form's QR code at point of entry (find the QR code under 'Web Collection')
- Send the link via SMS, WhatsApp, newsletter or email
- Share the link on your website (if you have one)
- Embed the form in your mobile app (if you have one)
Employees can bookmark the screening link and/or pin the form to their home screen for quick access.
Once the employee has submitted the screening form, their results and a QR code ("screening code") are displayed. If you choose to implement the verification step (outlined below), they can display the screening code to gain access to the workplace. At the end of the screening form they can save their responses to streamline repeated completion of the form and to be able to re-use the same screening code (doing so will link their latest results to the same screening code). It is recommended they save the QR code to the photo gallery for ease of access.
If necessary, it's possible to integrate with third-party systems (e.g. to validate an employee number) as part of the screening process.
Employee verification form
The verification form is not accessed directly. When the employee's screening code (created when they complete the screening form) is scanned by an authorised individual (e.g. security guard or compliance officer) using a mobile device, the verification form is opened. This could be done using either an Apple or Android device. On iOS devices, scanning QR codes is normally done using the built-in camera app or Google Chrome web browser (free third-party apps are also available). On Android you may need to download a free barcode scanner app.
The purpose of the verification form is to:
- Verify that the screening results presented by the employee are valid.
- Ensure the results have not expired (this is detected automatically). Results expire after 24 hours.
- Record the arrival of the employee at the workplace and capture any other information required (e.g. the employee’s temperature, branch being accessed).
If the employee has not been screened, or for any other reason (e.g. their results have expired), they can be re-screened within the verification form.
Visitor and Customer screening
Visitor & Customer Screening form
Prior to entering the workplace premises, visitors and/or customers can be asked to complete the Visitor and Customer Screening form.
The form can be accessed via its unique web link found on the 'Collect' tab, under 'Web Collection'. No app download is required. Respondents can complete and submit the form using any web browser. The link to the screening form can be advertised to your visitors/ customers in multiple ways, but in most cases, via the form's QR code displayed at point of entry (find the QR code under 'Web Collection').
Similar to the employee screening form, the respondent completes the self screening and submits the form. Once the form is submitted, a unique screening code is displayed along with the screening results which can be verified at reception/ point of entry.
Visitor & Customer Verification form
As with the Employee Verification form, a Visitor & Customer Verification form is launched when the screening code is scanned by an authorised individual (e.g. security guard / compliance officer) and is not accessed directly. This could be done using either an Apple or Android device. On iOS devices, scanning QR codes is normally done using the built-in camera app or Google Chrome web browser (free third-party apps are also available). On Android you may need to download a free barcode scanner app.
The verification form can also be adapted to capture additional information if necessary (e.g. temperature, reason for entry etc.). It is recommended that access to the verification form should be restricted to assigned fieldworker only (requiring the fieldworker to enter an access code).