COVID-19 – Visitors registration and reporting

Introduction

In some countries (check your local regulations), activity centers are obligated by law to register their client’s personal information. They need to have the ability to export certain data of all visitors within a period and hand it over to law enforcement.

We have built in a quick and easy ‘registration’ process in our system that allows your visitors to insert the required data quick and easily. If, for some reason, you need to provide a list of all your visitors you can easily generate an export in the SMS-Timing system with all required data.

Excited? Read on and learn how it works.

Prerequisites for visitors registration and reporting

To be able to use this feature, you would need to have these applications in your package:

• Kiosk application
• Booking application
• Version 6.20.07.02

Flow explanation for visitors registration

Your customer gets guided to the Kiosk. There he/she has the possibility to choose which activity he/she is going to do during his/her visit.
We can add as many activities as you want. It could be that your activity/activities are not in this example.

After choosing the activity, the Kiosk will show a modified survey based on the chosen activity. If, for example, the client chooses for the Karting activity, he/she needs to:

• Accept terms and conditions
• Sign the waiver
• Provide additional information

However, if the client only comes to have a drink (being a visitor) he/she only needs to provide certain data (inform which data is required by checking your local regulations). In Belgium, the client needs to enter:

• First Name
• Last Name
• Date of Birth
• Email
• Phone number
• Hour of arrival
• Date of arrival

Our Kiosk application will ask the data based on the activity that the customer selected. If he/she chooses ‘Karting’ (or any other activity that requires a waiver to be signed), the kiosk will show the already configured flow for activities. If the client uses ‘Visitor’, it will only ask for the required data.

Our system is also capable of automatically removing the inserted data after X amount of time. This way you don’t have to do it manually and you comply with all the regulations.
In Belgium it is obligated by law to remove personal data after 14 days. This of course can vary in other countries.

Data export for visitors reporting

Exporting the COVID-19 data is easily done in any SMS-Timing application. You can find them here:

• Open the menu
• Go to ‘Reports’ -> ‘Queries’
• In the ‘Visitors’ section, use ‘Visits’ to show all visits and ‘Visits per resource’ to also include which activity the client did.
• Hit the ‘Run’ button on the top
• You can easily export the results to PDF, Excel, …

Conclusion

With this configuration, you allow your clients to easily provide their personal data to you by the use of our Kiosk application. If needed, you can export that data to hand it over to the law enforcement. It could be that your local regulations require you to remove the data after X amount of time, our system will do that for you as well!

If you would like to have this configured, please contact our support department by emailing to support@sms-timing.com. We are always ready to help assist you and to do the configuration.