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

Preparing Your Business For Contact

Levels two and three are on their way and it is time to prepare for what that might look like for your business. It can feel a little overwhelming, so let’s break down some of the key areas that might help your business to manage all the changes. We will cover contact tracing, what it is and why it’s so important. Two key steps to defining it for your business and lastly some brilliant business IT tools that could save time, money, and possibly even lives.

What Is Contact Tracing?

Contact tracing is the ability to trace what kind of contact you have had with which people, how close you have been to them and how long you were in their presence. There are two types of contact tracing: casual and close. Casual is defined as someone you have been in the vicinity of. Close, is someone you might have shared bodily fluid with, or been closer than 2m to, for 15 min or more. For example, you might have shared a drink with someone, or gone into their home to fix something and stayed for more than 15 min chatting to them at a 1m distance.

Why is this important for my business?

It is possible that we might experience little outbreaks here and there for quite some time to come. We will most likely be required, for health and safety needs, to be able to track our day to day interactions. If this is the case we will need to consider how to manage onsite, offsite, deliveries all sorts of day to day interactions. Protocols and communication will be key moving into this next recovery phase.

Two key Preparation Tips.

1. The first step is to map out what interactions you are allowed under level 3 and consider how you can mitigate contact.
2. The next thing is to consider the tech available to you to help ease the pressure. Additional paperwork is going to slow your business in an already stressful time.

Never fear your toolbox is here!

There are lots of tools you can use to keep your business moving forward. For those of us who are lucky enough to be able to work from home, tools like Microsoft 365, Zoom and other online platforms like Hubspot, will be able to provide regular quality communication and transparency with workers. What is very important to remember is that remote work doesn’t always mean your data is safe. Check out our blogs on multi-factor authentication and more on network safety

Tracking Visitors & Deliveries.

Most companies already have access to systems that can put tracking visitors and deliveries in place, they just haven’t discovered it yet. Bundled with your Microsoft 365 or Google Suite subscription is a tool called Forms. This enables you to make simple questionnaires that are available online. Once you have made that form, it automatically generates a QR Code, which you can print out and stick on your entrance way. All available from your laptop or home computer!!
For example, you arrive at your favorite café. On the door there is a QR Code which you scan. It pops up with a form to fill out, and even your order. Once you hit send on the form, it informs the café staff that you have checked in, and what your order is. Once your order is complete, you are sent a message saying you can pop in and pay with payWave. Minimal contact, but all that data is kept for the café owner to use to track you down if there were to be a covid case in your vicinity, keeping you safe.

Non-Contact business.

For those business that are face to face this is a really testing time. However, now is not the time to take your foot off the gas. There are so many tools you can use to transform your business and who knows, possibly even for the better. Once you are online, you are no longer geographically restricted! Talk to your web designer, add a shopping cart or Shopify account. People are in the mode of learning to order from you online means it’s a great time to enrich your database more than ever before. If you are in the wellness, entertainment or education business, consider running live events using Eventbrite or use the paid subscriptions option on Facebook.
For companies needing more sophisticated tracking, Microsoft Power Apps can be used to create custom Apps. You can then track GPS location, time on site, record photos, the sky is the limit. Whatever you do, there will be a way, but never feel like you are on your own.

Need help installing and connecting your employees? We can help so contact us today on 03 443 5499. If you’d like to email us, you can find our details here.

IT Centre is a founding member of the NZ-wide IT Alliance – www.ita.co.nz