The Government has announced that pubs, bars, cafes and restaurants can reopen from 4th July in England, with rules and measures in place to attempt to limit the spread of covid-19.
One feature of the measures is registering visitors so that in the event of a local Covid-19 outbreak, businesses have an accurate list of who has been present at their premises. This will form part of the track and trace efforts designed to identify who may have been infected and encourage them to quarantine.
We’re pleased to be able to contribute to community businesses reopening by offering Twine Visitor as a free tool for capturing details about your visitors and creating a database ready in the event you need to report for track and trace purposes.
What is Twine Visitor?
Twine Visitor is a visitor registration tool designed for tablets, laptops and desktop computers, and works with both Apple and Windows devices. It also has functionality on smartphones, using Safari on Apple devices and Firefox on Android devices.
It is part of the free package of digital tools provided by Power to Change’s Twine team.
How can we use it for visitor logging and track and trace?
We’ve got simple steps for you, outlining exactly what to do to get up and running.
1. Sign up for an account
Start by emailing us at firstname.lastname@example.org and providing the following details:
- Organisation Name
- Organisation Address
- Organisation Charity Commission number or Companies House Number
- Website (if you have one)
- Your name
- Your job role
- Your contact number
We will then prepare our Terms and Conditions and email them to you. Once you sign them and return them we will create your account and you’ll get an email immediately.
2. Login to Twine Visitor
That URL is https://visitor.twine-together.com/login
You’ll have chosen the password when we sent you the account setup email.
3. Prep Visitor for guests
Navigate to the Admin menu and choose activities:
An Activity is a “Reason for visiting”. Use these to your advantage - if different groups or areas have different hygiene requirements, or distancing rules, segregate them into different activities. When a visitor arrives, they will be able to choose one (and only one) reason for attending.
On the right-hand side, select which days of the week you want this activity to be selectable. If a day is not marked, this activity will not be offered to the visitors on that day. In this way we reduce errors; if a particular activity only takes place on Wednesday to Friday, visitors will be unable to select it on other days.
Enter as many or as few activities as you need. You can add more at any time, and you can remove existing activities at any time.
Once you have all the activities you would like, you are done with customizing the app. You can now prepare it for visitors by navigating out of the Admin area (which logs your admin profile out automatically), and selecting visitor. This presents the Welcome, visitor! screen, where visitors can either sign up or sign in.
Visitors Signing Up
New visitors will need to sign up. Normally, this would involve them touching the screen and filling out their details. Depending on the hygiene rules at your place of business, this may be perfectly acceptable if you clean the tablet screen regularly, or after each user. Here’s what the Sign Up Process looks like:
As can see, once a user has completed the Sign Up process, it presents them with a QR code. This QR code is emailed to the email address they have provided, plus it is stored so administrators can either re-send or print it at any time. Note the right hand side is a brief explanation of why the data is being collected, and a checkbox that indicates their consent to be added to your mailing list.
Visitors Signing In
To sign in, a visitor would need to tap the “Sign-In” button, and then either present their QR code, or type their name. Here’s the QR code function, with my helpful pointing showing the video feed from the tablet’s webcam seeking the QR code on the left and the text box for typing my name on the right.
I present my QR code. In this instance, I have taken a photo of my QR code with my phone rather than printed it - either works.
The app recognises my QR code, welcomes me back by name “Welcome, Edward!” and shows a list of activities (those we created above to be available on Monday) and I press one and it returns to the Welcome, Visitor page to welcome a further guest.
The visitor’s interaction with the app ends here. They do not need to sign out or do anything else.
For the organisation using Twine Visitor, this interaction will have logged who they are (based on the sign up information), the date and time of this interaction and the activity they indicated they were present to attend. This gives comprehensive data required for track-and-trace purposes in the event of an outbreak.
As you can see, I have had to tap the screen twice for this sign-in process. As such, good hygiene protocol is required if you want to use the app in this way. Continue reading for a zero-contact approach to using Twine Visitor!
Zero-Contact Visitor Sign-up & Sign-in
This approach relies on your organisation having one or more members of staff managing the inflow of people to your premises, which is almost certain given covid-19 restrictions.
Simply put: Don’t present Twine Visitor to members of the public. Have it oriented towards your members of staff. This could be on a laptop or computer behind a reception desk, on a tablet being held by a member of staff designated as a greeter, or anywhere else you have internet access and a person to press the buttons!
Visitor also works on smartphones, using Safari on Apple and Firefox on Android! This means that if you are running events in multiple areas of a building or site each staff member can be signing people in using their own personal device, simply by signing in to the web app via their smartphone.
Your staff members can then ask people, on arrival; have they already signed up?
If No: Your staff member presses “Sign up” and asks for the details of the person, and fills them out. They can also ask “Would you a like to be added to our newsletter?” and complete the checkbox on their behalf.
Once completed, the app then presents the QR code which can be printed and given to the visitor, or not. This depends entirely on whether or not you would like visitors to use them.
If Yes: Your staff member presses “Sign in” and asks them for their name, and then types it in. Or, asks them to present their QR code, turns the tablet/smartphone to face the customer momentarily, the customer scans the QR code and then your staff member turns the tablet back to face themselves and asks “Why are you here today?” and then presses the appropriate activity.
Remember, that using a QR code and signing in by typing a name are not mutually exclusive. You can issue QR codes to your most regular of visitors for convenience and sign in people you see less frequently by typing in their name.
Viewing your Visitors Details
The data is visible from the admin area, at any point.
The first screen shown is “Visits” which will present graphs and charts of visitor data. Here the data shown is minimal because it’s only presenting sign in data for me personally doing this training video! For you, the data will be more substantive. It’s based on demographics and is more about showing activity than used for track-and-trace, but you can see the Download button on the right. This is where you’ll get the more detailed data appropriate for track and trace, and you’ll see that in a minute.
The second screen is the Visitors screen. This lists everyone registered to your organisation. Clicking a name will show their profile, including their details and QR code, where you can edit their details if you need to.
Here’s a GIF of the downloaded data from the Visits function in action, and this is what would be appropriate to trace-and-trace purposes.
As you can see, it clear indicates the person, the date and time they attended and the reason given. Perfect for compiling lists of people attending on a particular day, or to use a particular service, or both!
Under 13 Visitors
We have also prepared a function for signing up under 13’s. This is a separate function under the Admin settings because it requires an additional checkbox to indicate that parental permission has been obtained for us to process the data of a child.
Regardless of how you are using Twine Visitor, this will need to be completed by a staff member as the function falls under Admin powers.
If you have further questions, training needs, or you encounter unexpected problems, you can email email@example.com or text/call 077384 466801 and one of our team will get back to you as soon as they are able to.