03 443 5499

Free Contact Tracking Form

Updated Friday 8th May

This Contact Tracking form is made possible by the power of Microsoft Forms which is part of Microsoft 365 (formerly Office 365). You can do similar things with Google forms.

Call us on 03 443 5499, or contact us here, if you want to know what else can be done with your Microsoft 365 subscription, such as using SharePoint for cloud based document management and sharing for remote working, enterprise class email and calendaring or using Teams for collaboration and remote team working.

About Contact Tracking

It’s not clear what the exact requirements for contact tracking will be but this is a simple and cheap way you can start.

There are multiple ways of recording this sort of information and this may only be one way you use for your business for example you may have a manual register you use for people who don’t have a cell phone. Alternatively you could complete the form on their behalf.

Instructions

You may want to print these instructions before starting

Step 1. Create a form

  • Click this link to go to forms.office.com
  • Click Get Started and login with your Microsoft 365 or Microsoft personal account credentials if prompted
  • Click New Form
  • Click on the form title to edit it, you might want to add your business name. You can also enter a description.

Step 2. Add some questions

  • Click the Add new button to add questions to get the information you want e.g. Name, phone number and who they are visiting

Step 3. Optional Extras

  • Add a Health & Safety message
  • Have customers choose a checkbox to agree to your terms of entry
  • Add your company logo
  • Change the theme of the form

Step 4. Click Send

  • Make sure under Send and collect responses it says “Anyone with link can respond”
  • Optionally Copy the link and save it somewhere so you can send it to people you know will be visiting
  • Download a QR code by clicking the small circle with 3 squares, then click Download
  • Print it and stick it on your door

Step 5. Good to GO!

  • Your contact tracking register is now good to go
  • We suggest you test the form your self and get used to using it

How visitors use it

  • For an iPhone or a newer Android simply open the camera and point it at the QR code then tap the link that pops up
  • For an older Android phone, open the camera, click on the Google Lens icon (normally a small square with a dot in the middle), point it at the QR code then tap the link that pops up
  • Complete the form and tap Submit

Checking and downloading contact information

  • Open Microsoft Forms in your browser – here’s a handy link forms.office.com
  • You may need to sign in again
  • Click the Responses tab and you can view submitted forms and see summary data
  • Click Open in Excel to download an Excel spreadsheet containing all the forms submitted to date

Other Ideas

  • Create a leaving form with just a name field so visitors can sign out when they leave
  • Email, text or message a link to the form to people you know will be visiting you so they can just click on the link
  • Provide temporary wireless network access for visitors who don’t have data on their phones

More Help

If you would like more help with set-up or customisation click here to contact us (our normal charges & Terms and Conditions apply).

What people have been saying about our free form…

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Thanks to IT Centre we have been able to make up a registry that requires no paperwork. Customers & Contractors can simply open up the camera on their iPhone or Android and it will redirect them to fill out our Contact Tracing Registry” “… thanks guys that is really cool will save us heaps of paperwork

Chris and Glenys Cowling, Tauranga ITM

Thanks team, that’s really easy. We’ll print it out on vinyl in reverse and stick it to the inside of our window

Sean & Claire O’Connell, Wanaka Signs

Wow, that’s really easy, thank you!

Sarah Burdon, The Camp, Lake Hawea
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