How to create a touchless visitor experience to reinforce workplace health & safety

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Front Desk PXC

We're all well aware of, and are closely monitoring, the spread of COVID-19, or Coronavirus.

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 throughout the workplace.

To help you streamline your health and safety procedures, we've compiled some concrete tips on using Proxyclick without a kiosk, or tablet, at the front desk. Doing so limits contact with surfaces that could house and spread the virus.

First and foremost, follow advice being given by your local or governmental health authorities.

As a crucial first tip, we’d like to remind you to continue to monitor public information provided by your local or governmental health authority on COVID-19.

In recent weeks, a number of companies acting on health authorities’ advice, such as recommendations provided by the US Centers for Disease Control and Prevention (CDC), have encouraged workers to stay home. Meetings and events have increasingly been held online.

While we believe in the benefits our visitor management software can bring during this global health crisis, we hope that you first strongly consider any advice given on the subject by health professionals.

5 ways to create a touchless visitor check-in experience with Proxyclick

 

1. Send NDAs or other agreements in advance

Before your guest arrives, be proactive.

Staff can send invitation emails to visitors with attached NDAs to sign in advance, or other agreements that might include health and safety rules or precautions.

image (1)

Visitors will receive an email to review and sign agreements in advance to avoid signing any agreements by hand once they arrive at your building.

2. Equip your visitors with QR codes in advance

This will allow your visitors access through specific turnstiles or doorways in your building.

Forget providing visitors with a special keycard.

Further the touchless check-in experience by sending them QR codes via your invitation email in advance so that they can access specific areas of your building during a given timeframe.

To do this, 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.

smooth check in with a qr code

3. Make your check-in sequence touchless by temporarily removing tablets from your reception area

Instead of using an iPad or other tablet to allow visitors to check-in on their own, temporarily remove this hardware. 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.”

PXC 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.

Edit Visit Email Address

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

Note: Please be cautious of health data privacy regulations.

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.

Custom Field Health Screening

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

Remember that in most cases, health data should only be collected by healthcare authorities.

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 US / to a COVID-19 affected area in the last 14 days?
  • Have you traveled to the Wuhan province 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.

Data Deletion

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

If your current check-in flow involves taking visitor pictures upon arrival, you can take these using the webcam on your desktop computer.

PXC Webcam

Before doing so, within the visitor profile, click on the photo icon, then select “Take a new picture,” and enable Proxyclick to access your webcam.

Getting the help you need

If you need help setting up a touchless visitor experience at your front desk, or would like to chat with our team about using Proxyclick during global health crises, feel free to contact us.


See our COVID-19 resource center for additional articles, videos, shared customer experiences and more.


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