COVID Record Keeping without making it awkward
Finally, as of 1 July, venues will be able to operate without capacity limits other than accommodating one person per four square metres. But every change in restrictions is followed by a cloud of confusion wiping over our industry. We aim to clear up the confusion and provide practical ways for businesses to take action.
When speaking to our customers, one of the largest concerns is around patron record keeping, while there is no right or wrong way to do this, there is definitely a way to make it less awkward.
Record Keeping (without making it awkward)
The NSW government has made it a requirement for businesses to record all staff, dine-in customers and contracts entering their premises. The records will need to be kept for 28 days and will be used in the event of another outbreak.
You may be recording patron and employee details as soon as they walk in, sit down or on their way out. Frankly it’s up to you when you want to record this information, as long as you do. But the way in which you record patron information is what separates a good customer experience from a bad one. We have broken down the “Pro’s” and “Con’s” of two solutions businesses across NSW currently use and showing you our solution.
Solution #1 Pen and Paper
This is the go to for the majority of businesses and a classic means for every business to record patron details.
Pro’s: It’s simple to set up, easy to use and everyone can do it.
Con’s: If patrons are filling out the form themselves, then you’ll have to have sterilised pens EACH TIME. At the end of the day, you’ll have to organise and file all these documents. If you’re filing out the form, you can’t avoid the awkwardness of asking customers for their full name, mobile and email.
Solution #2 Check in Apps
Pro’s: Being an app they are extremely convenient to use and boast other features i.e Waitlist, in-venue discounts. Customers can fill this out in their own time.
Con’s: Some are open to the public, allowing anyone can check into your venue through their app. While some apps are free for the first hundred check-in, after that it must be paid.
Our solution
We’ve set up a way to allow all patrons, contractors and employees to record their details through an online form, available when scanning a code on their table. This will be sent to your own database to be held for the 28 days.
Setting up the form
1. Create or Log-In to your Gmail account
2. Open Google Forms : https://docs.google.com/forms/u/0/
3. Start of a new form and select “Blank”
4. Name the form: “Patron Record Keeping: Your Business Name”
5. Enter into the description: “In line with government requirements please enter your details and REGISTER so you can be contacted if required."
6. Add “Full Name” with “Short-Answer” and making it “Required”.
7. Add “Mobile” with “Short-Answer”. Set “Response Validation” to “Number” “Is Number”. Also make this “Required”.
8. For the last field, add “Email” with “Short-Answer”, this is not required.
9. Preview the form and test it out yourself.
10. Fill out all the details and press “Submit”
11. After submitting, view your results in the “Responses” Section. You can also view all responses in a spreadsheet through Google Sheets.
Adding a QR code & shorten URL
1. Click “Send” on the Google Form and click the “Link” icon. Copy the Form URL.
2. Go to a QR code generator. We suggest https://www.the-qrcode-generator.com/
3. Enter the url into the “Free Text” or “URL” section. Congratulations! You can now download the QR code by clicking the “Save” button.
4. To shorten the URL, got to https://tinyurl.com/. This will allow customers to easily type in the Form Url.
5. Copy and paste your Form URL, then press “Make TinyURL!”
6. Record the shorten URL, you don’t need to include the “https://”.
Putting it all together
Add the QR code and shorten URL into a document and print it out to be placed at your venue.
There you have it! You’re ready to start COVID Record Keeping (without making it awkward).
In need of urgent Baristas, Bartenders, Wait Staff, Front of House, Kitchen Hands, Chefs, Cooks? SHFTHero has got you covered.
Our hospitality and events staff service the whole of NSW: Sydney CBD, Inner West, Eastern Suburbs, South Sydney, North Shore, Northern Beaches, Greater Western Sydney, Hills District, Hawkesbury, South-Western Sydney and Penrith. As well as regional NSW: Hunter, Blue Mountains, Southern Highlands, South Coast, North Coast, Wollongong.
