Create Red Flag Alerts based on responses to your Pandemic Questionnaire

In the previous article "Create a Pandemic Questionnaire to identify at risk visitors" we showed you how to set up and capture information about a visitor's recent travel movements and if they had recently experienced flu like symptoms.   

In this article:  We show you how to create automated alerts using Triggers to notify you of any guest that has recently returned from countries on your watchlist or that have recently experienced flu like symptoms.

This feature assumes you have enabled the Triggers Add-on (a free Add-on with every subscription). If you have not enabled Triggers, it only takes a few minutes. Learn how to enable the Triggers Add-on hereNote: You must be an Account Owner to enable an Add-on. 

However we do take you through the specific steps below for creating the alerts detailed in the workflow described in the previous article.

You will:

  1. Create Trigger 1 - Visitor Entry Denied which is activated when a visitor selects any country on your watch list. The trigger will have 2 actions, firstly; a pop-up message on the kiosk screen that informs the visitor they are denied entry, and secondly; a Red Flag Alert via email to a nominated person in your organization alerting them to the fact a visitor has been denied entry
  2. Create Trigger 2 - Visitor Entry Pending Review which is activated when a visitor selects Yes to the fact they have suffered from flu like symptoms in the last 21 days. The Trigger will have 2 actions, firstly; a pop-up message on the kiosk screen that informs the visitor they are temporarily denied entry, and secondly; a Red Flag Alert via mail to a nominated person in your organization alerting them to the fact a visitor has been denied entry pending further review.

1: Set up Trigger 1- Visitor Entry Denied

This Trigger is activated in response to a visitor selecting a country on your watchlist. 

Lets set up the first Trigger:

  1. Select Triggers from the left-hand menu
  2. Select the green Create a new Trigger button
  3. First we setup our Trigger Details:
  4. Enter a Trigger name (for example: "Visitor Entry Denied - Country Match")
  5. Select Active for Trigger Status
  6. Select Visitor Sign in - Triggered when a visitor signs in for Trigger Event
  7. Select Next
  8. Next we select our Rules
  9. Under Must match ALL of the following rules select the green Create a new rule button
  10. From the Select a Rule dropdown select Visitor - Custom Question Answer 
  11. From the Select a Condition dropdown select Is not the following
  12. From the options dropdown select In the last 14 days have you returned from any of the following countries?=> None
  13. Select Next
  14. Next we set up our Actions.
  15. We will start with Action 1 - the pop up message for the visitor
  16. Alongside the Trigger the following Actions select the green Create a new Action button.
  17. From the Select an Action dropdown select Deny Acess - Deny access to a person 
  18. Set Message Pop Up Style to Red
  19. Enter Visitor Entry Denied - Country Match as a title (or similar)
  20. Enter the following message (or your own):

    Welcome {{ match.name }}. Due to our current visitor screening policy regarding visitors that have recently returned from countries on the government 'pandemic' watchlist; entry to our facility today is denied. Please contact your host to arrange an alternative meeting time which must be at least 15 days after your return from abroad. We apologize for any inconvenience.

         - Use the blue View Available Placeholders button to utilize {{ match.name }}

  21. Next we need to add Action 2 - the Red Flag Alert
  22. Select the green Create a new Action button located at the top of the screen again.
  23. From the Select an Action dropdown select Send an Email - Send an email to one or many recipients 
  24. Select a Recipent Type - select Employees
  25. In the resulting Select Below dropdown choose 'Selected Employees
  26. In the Add Recipients box select the employee (s) to receive the Red Flag Alert notification. Note you can only select employees set up as 'employees' in the location.
  27. Enter a title for your email, like 'Visitor Entry Denied - Country Match' in the Message Subject field the following message (or your own):

    {{ match.name }} from {{ match.from }} has indicated during the visitor sign in process that they have recently returned from a country on the watchlist for the current Pandemic. They have been informed that entry to this facility has been denied today AND to contact their host to arrange an alternative meeting time.

    Use the blue View Available Placeholders button to utilize {{ match.name }} and {{ match.from }}

  28. Select Save and Close.
  29. Your Trigger is now Active

2: Set up Trigger 2- Visitor Entry Pending Review

This Trigger is activated in response to a visitor stating they have suffered from flu like symptoms in the last 21 days. 

Lets set up the second Trigger:

  1. Select Triggers from the left-hand menu
  2. Select the green Create a new Trigger button
  3. First we setup our Trigger Details:
  4. Enter a Trigger name (for example: "Visitor Entry Pending Review - Flu")
  5. Select Active for Trigger Status
  6. Select Visitor Sign in - Triggered when a visitor signs in for Trigger Event
  7. Select Next
  8. Next we select our Rules
  9. Under Must match ALL of the following rules select the green Create a new rule button
  10. From the Select a Rule dropdown select Visitor - Custom Question Answer 
  11. From the Select a Condition dropdown select Is the following
  12. From the options dropdown select In the last 21 days have you suffered from any flu like symptoms?=> Yes
  13. Select Next
  14. Next we set up our Actions.
  15. We will start with Action 1 - the pop up message for the visitor
  16. Alongside the Trigger the following Actions select the green Create a new Action button.
  17. From the Select an Action dropdown select Pop up a message 
  18. Set Message Pop Up Style to Red
  19. Enter Visitor Entry Pending Review - Flu as a title (or similar)
  20. Enter the following message (or your own):

    Welcome {{ match.name }}. We apologize for any inconvenience. A Health and Safety Officer has been notified and will be with you shortly to determine if you will be granted entry for your visit today.


    Use the blue View Available Placeholders button to utilize {{ match.name }}

  21. Next we need to add Action 2 - the Red Flag Alert
  22. Select the green Create a new Action button located at the top of the screen again.
  23. From the Select an Action dropdown select Send an Email - Send an email to one or many recipients 
  24. Select a Recipent Type - select Employees
  25. In the resulting Select Below dropdown choose 'Selected Employees
  26. In the Add Recipients box select the employee (s) to receive the Red Flag Alert notification. Note you can only select employees set up as 'employees' in the location. However, if you wanted to alert a non-employee you could create another Action where in the previous step (24) you would select External Recipients. 
  27. Enter a title for your email, like 'Visitor Entry Pending Review - Flu' in the Message Subject field enter the following message (or your own):

    {{ match.name }} from {{ match.from }} has indicated during the visitor sign in process that they have recently suffered from flu like symptoms. They have been informed that entry to this facility has been pending a review by yourself and they are currently waiting at {{ match.lacp_in_name }}.

    Use the blue View Available Placeholders button to utilize {{ match.name }} , {{ match.from }} and {{ match.lacp_in_name }}

  28. Select Save and Close.
  29. Your Trigger is now Active
Note: If you have multiple locations you want to deploy the same Trigger to you will need to repeat the process above for each location however you can Clone a Trigger to another location. Learn how here.
F.A.Q
  1. Can we make an action a text (sms) message instead? Yes the recipients mobile / cellular number must be recorded in their employee profile.
  2. Can we have an email action and a separate text/sms action in the same trigger with the same or different recipients? Yes
  3. Can we add multiple recipients to a single email or sms action? Yes
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