How to implement a touchless check-in experience

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user registration using touchless check-in by Proxyclick

As offices continue to reopen, we're witnessing the emergence of new workplace safety requirements following COVID-19 lockdowns. 

At Proxyclick, we’re getting questions from our users on how to best use our platform to safely manage incoming visitors, while also adhering to guidelines on preventing the spread of the virus.

Today, safely managing visitors in order to protect all people on the premises involves implementing a touchless check-in experience.

What is a touchless check-in experience?

A "touchless check-in" or a "touchless sign-in" for all those arriving at your building does not require touching of equipment or surfaces upon entry into a building, office, or facility. Limiting surface contact can help prevent the spread of COVID-19 and potential future outbreaks in the workplace.

To facilitate this sign in experience within Proxyclick, we've released new product features as part of our completely contactless workflow. (Learn more about the touchless sign-in process here). 

At the same time, however, we strongly advise you to continue to adhere to regulations or guidelines put forth by national or regional health authorities. Recommended procedures can change daily, so be sure to stay updated to make business continuity decisions accordingly.

Next, to help you further streamline your health and safety procedures as organizations reopen, we've compiled some concrete tips on using Proxyclick without a kiosk, or tablet, at the front desk. 

How to implement a touchless check-in experience for visitors using Proxyclick

1. Register and vet visitors before they step foot on the premises.

Before your guest arrives, be proactive. Your lobby isn't the place to screen visitors anymore.

With Proxyclick's remote registration process, send customizable questionnaires and safety videos in advance with an invitation email. Be sure that anyone coming to your building properly complies with your health and safety guidelines. If they don't comply, you can automatically alert your hosts.

Proxyclick remote registration iPhone

Hosts can also send NDAs or other documents to invitation emails for guests to sign in advance, replacing the need for signing agreements by hand upon arrival.

*Note: When implementing questionnaires, please be aware of national or local health data privacy regulations.

2. Equip your visitors with QR codes to allow access to specific areas of your building.

If your visitors comply with health and safety guidelines sent in advance, grant them access through specific turnstiles or doorways in your building by sending them a unique QR code via email.

Forget providing visitors with a special keycard that you'll have to pass back and forth.

Visitors can scan this QR code at kiosks, doorways, turnstiles, and other access control points directly from their mobile device. This grants them access to specific areas of your building, during a specified time of day. 

Pro tip: Make sure that you have selected “Send a QR code with every invitation email” when you customize your invitation email settings in the dashboard.

Invitation Email QR Code-1

Guests will then receive a QR code to use directly from their email on their mobile device when they arrive.

QR code touchless check-in Proxyclick

3. Opt to temporarily remove tablets for a touchless check-in experience.

Instead of using an iPad or other tablet to allow visitors to check-in on their own, temporarily remove this hardware from your lobby. This will limit the potential spread of the virus when visitors use their hands to tap the screen.

Front desk staff can log into the Proxyclick Dashboard on their computer to manually check visitors in via the Dashboard prior to or upon their arrival. To do this, click on the arrow shown below next to their status and set as “checked-in.”

Proxyclick Dashboard check-in

Don’t forget to ask for your visitors’ email address at check-in.

If it’s later discovered that there was a risk of virus exposure on that given day, you can more easily notify all visitors that were in the building at the time.

You can add email addresses upon creating a visit in the logbook, or by selecting the given visitor and clicking “edit visit,” then entering an email.

Proxyclick visitor profile

If necessary, you can also take pictures of guests directly from the webcam on your computer to print badges.

4. Ask any relevant health screening questions verbally instead of using the kiosk.

To help maintain the spread of COVID-19, several organizations are implementing health screening procedures for visitors and employees entering their buildings.

(See an example of a workflow for visitor screenings at a workplace in Annex 3A of Enterprise Singapore’s Guide on Business Continuity Planning for COVID-19.)

Without a kiosk at check-in, you can put a process in place to require front desk staff to ask specific questions to visitors upon arrival.

Within a visitor’s profile, you can create custom fields to add relevant health information in order to determine whether this visitor can enter the premises without putting others at risk.

Under Visits Settings, select Logbook then New Custom Field to add certain requirements or questions that will appear in each visitor's profile.

Proxyclick health screening custom field

However, as we noted above, make sure you are abiding by health data regulations in your given country before asking and recording health-related questions.

Be sure to collect only the information that is needed (practicing data minimization) and that is not sensitive.

The following are examples of questions that should not be considered data-sensitive:

  • Have you traveled outside of the country in the last 14 days?
  • Have you recently been in contact with someone infected with COVID-19?

The following are examples of questions may be considered sensitive:

  • Do you currently have a fever or flu-like symptoms?
  • Do you have any family history of illness?
  • Do you have allergies to specific foods, chemicals, or materials?

Finally, remember that it is possible to set up automatic data deletion inside Proxyclick.

automatic data deletion Proxyclick

How to get the help you need in creating a touchless check-in experience

Our team of specialists at Proxyclick is on standby. If you need help setting up a touchless sign-in experience at your front desk, or combining it with an access control integration to manage your visitors during global health crises, contact us or book a demo.

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Editor's Note: This post was originally published in March 2020 and has been updated for accuracy and comprehensiveness.


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