How to Configure the COVID Questionnaire

This feature allows organisations to define a set of questions that users complete before entering the building. If their answer is deemed unsafe, this can notify H&S contacts as well as cancel a number of bookings.

Step 1: Login

Login to the Space Connect Administrators Portal at http://app.spaceconnect.co/admin
Using the left hand menu, navigate to Configuration > H&S/COVID-19.

Step 2: Add Questions

Click on the tab for "COVID Questionnaire".  This will display any existing questions.  To create a new question, click on "ADD NEW QUESTION". This will add a new row at the bottom of the list.

COVID Questions-1

Enter the details of the question:

  • Question
    The question that will be presented to the user.  
    Space Connect only handles "Yes / No" questions - it does not allow for users to type answers so the question should be mindful of this.
        
  • Highlighted responses are "safe"
    Each question must be a "yes" or "no" response.  When configuring, it is necessary to define which answer is considered safe and which may indicate a health risk.  If the user provides an "unsafe" answer, then they will see the alert messages, and H&S contacts could be notified.
         
  • Sort order
    Questions will be displayed to users in the numbered order.  Questions can be "drag and dropped" to change the ordering.

The questions will appear to the user when checking in through QR codes or via an email link. 

Step 3: Configure Settings

Once the questions are defined it is important to configure the process.  There are many options to tailor the system to suit your business process.

COVID Settings-1
Enter the following information:

  • QR Code Check-in window (minutes before booking check-in can occur)
    It is possible to configure when a user can Check-in to a desk booking through QR codes.
    This can be set to 1 minute before booking start time, through to 2 hours before hand.
    This options can be used to ensure that the person is actually present, and not checking in too early.
        
  • Complete questionnaire on QR Code check in
    Whether the questionnaire should be displayed to users when they check-in to a desk booking through a QR code.  Some clients may wish to use QR code check-in but not use the questionnaire feature.
         
  • Amount of future desk booking days to cancel if questionnaire failed
    If a user completes the questionnaire and provides an "unsafe" answer, it is possible to automatically cancel future bookings.  The number of days to cancel can be configured.
    For example, a setting of "10" would delete all desk bookings for the next 10 calendar days.
    A setting of "0" will mean that no bookings are automatically cancelled.  Users could still manually delete bookings if instructed to stay at home.

  • Questionnaire Failed Message
    If a user completes the questionnaire and provides an "unsafe" answer, their check-in will be rejected and a message will be displayed on the screen.  It is possible to configure the message displayed to the user.
    This is limited to 120 characters.
        
  • Notify H&S Contacts when questionnaire failed
    If a user completes the questionnaire and provides an "unsafe" answer, it is possible to alert the health & safety contacts for the desk location.  Clients can choose to disable this alert. 
         
  • Notify H&S Contacts when incorrect desk check-in occurs
    When a user tries to check-in to a desk, they could accidentally scan the wrong QR code and try to sit at a different seat.  If that seat was available, then they can use that desk but the system could alert the Health & Safety contact for the desk location.  This could be useful to note that a user has sat somewhere other than originally planned.

  • Notify H&S Contacts when cross contamination risk occurs
    When a user tries to check-in to a desk, they could accidentally scan the wrong QR code and try to sit at a different seat.  If that seat was already occupied, then the system can alert the health & safety contact for the desk location.  This helps alert people of a potential cross-contamination event.
        
  • H&S Contacts notified Message
    When a user completes a questionnaire and provides an "unsafe" answer, the Health & Safety contact may be alerted (depending on the settings configured).  If these contacts are informed, the user will see an alert on their mobile phone.  it is possible to configure the message displayed to users.
    For example: Your local safety officer has been informed as this could be a possible contamination event.
         
  • Questionnaire Retention Period
    When questionnaires  are completed by users, the data will be retained for the amount of days specified.  After this period, the records are fully deleted from the database to ensure compliance with data protection regulations.

Below is the default text when a user "fails" a questionnaire and cannot check in.