Covid-19 Contact Tracing

Use WhosOnLocation’s visitor, service provider, and employee presence management to help deliver a COVID-19 Contact Tracing solution for your organization.

This article assumes you are using WhosOnLocation to manage the presence of employees, service providers, and visitors.

In our article Gain visibility of employees on-site, off-site, or working remotely we highlight those tools available to you today with your WhosOnLocation subscription  to manage the presence of employees. A quick recap:

  1. Dedicated employee Kiosks: You can set up one or more dedicated employee attendance kiosks within a location with no additional subscription costs other than the cost of the kiosk hardware.
  2. Multi-purpose Kiosks: If you have deployed one or more visitor kiosks you can adjust the 'mode' of the Kiosk to support both visitors and employees.
  3. Personal Desktop / Workstation: Allows employees to tag themselves 'on/'off-site' or 'working remotely' using their personal or work desktop PC, laptop, or workstation.
  4. Reception or concierge controlled employee status management: Allows your reception team to update the status of employees. Ideal for small businesses.
  5. WolMobile: Employees can use WolMobile, our mobile app, to sign in when they arrive at work, sign out when they depart, and sign in as working remotely when working away from the office or working at home.
  6. Brivo Access Control Integration: If your employees access your facility or office using the Brivo access control system our Brivo integration will automatically sign them in when they enter through a Brivo controlled door.

Employee Contact Tracing with WhosOnLocation

If an employee informs you that they were diagnosed with Covid-19,  you can use your WhosOnLocation subscription to quickly determine which team members were on-site in the days prior to their diagnosis as well as which visitors the employee hosted. You can run your report for specific periods like:

  • Yesterday
  • Today Only
  • Yesterday Only
  • This Week To-Date
  • This MonthTo-Date
  • Past 7 Days
  • Past 30 Days
  • Custom Date Range
Quick Tip 1: If you are including the name of the Department an employee belongs to in your employee profiles, you can use report filters and views to refine your search to identify other employees that were on-site during the same period and/or were from the same department as the diagnosed employee.

This information allows for quick decision making on which:

  1. Employees should be sent home to self-quarantine.
  2. Visitors need to be contacted and informed.
  3. Parts of the building may require heavier cleaning.

In this tutorial we will look at the fictitious CEO of our demo account, Sara Jackson, who returned from abroad on April 11 and was diagnosed with Coronavirus on April 27. During the 16 day period prior to Sara's diagnosis she came to work. We will:

  1. Run a report to confirm which days Sara was in the office for the 16 days prior to diagnosis; this being April, 12 to April, 27.
  2. We will apply a filter to identify any colleagues from her department, those she comes into regular contact with, that were also on-site during this same period.
  3. Lastly, we will run a report to see if Sara hosted any visitors during this same period.

We do recommend you run reports to identify every visitor that came on-site during the same period, as the employee may have joined meetings hosted by other team members.

Let's get started

Identifying the days the employee was on-site

User Role required to run a Contact Tracing Report: Reports User.
  1. Go to Reporting > People Presence.
  2. Make sure you have the employee's location listed at the top of the report.
  3. Data Source: Select Employees.
  4. Data Period: Select Custom Date Range.
    1. Date From: Enter the date from (in our example we enter 12 April).
    2. Date To: Enter the date to (in our example we enter 27 April).
  5. Filter by Search Query: Enter the employee's name.
  6. Select the View Report button (this presents your report as a 'list').

    Contact_Tracing_1.png

In the image above I have the Department showing as a column. If you did not know which department Sara is a part of simply select any instance of her name from the report list to bring up Sara's profile.

Contact_Tracing_2.png

Select Close to return to your report.

How to identify team members that were on-site during the same period

Using the same report above:

  1. Remove the employee's name from the Filter by Search Query filter box but keep all of the same other report attributes (Source, Period, etc).
  2. Select the orange 'Add a Custom Filter' button.

    Contact_Tracing_3.png
  3. You are presented with the Custom Filter options window.

    Contact_Tracing_4.png
  4. Filter Option: From the Filter Option dropdown list select 'Department'.
  5. Filter Value: From the Filter Value dropdown list select the Department the employee is linked to (in our example we select Senior Management).
  6. Select Save Filter.
  7. Select the Refresh Data button.

Your report will update.

Contact_Tracing_5.png

You can clearly see those employees that not only work closely with (in our case) Sara, also those that were on-site the same days as Sara was.

You can remove the department filter to view a list of all employees on-site during the specified period.

How to identify who was in the same area during the same period

Setting up location zones means that you can monitor who is in what area of the building and when. You can assign zones to an employee’s profile and/or have anyone arriving on-site select which zone they are visiting. You can also set up inter-zone Kiosks so when people are travelling from one zone to the next, they can use the Kiosk to switch zones and track the areas they enter throughout the day.

Click here for more details on setting up zones and/or inter-zone Kiosks.

Using the report above filtered to show Sara only:

  1. Click the View Columns dropdown.
  2. Select Zone.
  3. Click anywhere on the screen outside of the View Columns pop up window.

Your report will now include the Zone column.

To view others with the same zone:

  1. Remove the Sara filter.
  2. Click Add a Custom Filter.
  3. Set the filter option to Zone.
  4. Select a zone Sara was in.
  5. Click Save Filter.

    2020-04-30_8-49-33.png
  6. Export your report and repeat for any further zones they entered.
  7. Change the data source to other people types and use the same filters.

You will export a report of everyone who was in the same zones as Sara on the same days.

How to add other data points to your report

Using the same report above:

  1. Select the blue View Columns button. A pop up window will appear displaying those data points available to you should you wish to include them in your report.
  2. Select the data point you wish to see (in this example I am selecting Email because I want to contact each of Sara's team members that belong to the same department and were on-site during the same period).
  3. Click anywhere on the screen outside of the View Columns pop up window.

Your report will now include the email column (see below).

Contact_Tracing_7.png

How to export your report

Using the same report above:

  1. Select the green Export button.
  2. Select either CSV or PDF file.

    Contact_Tracing_8.png

Note the PDF export will be limited to the first eight columns that appear on the screen whereas the CSV file will include all possible data.

Can you export the report as an excel formatted file?

No. But once you have downloaded the CSV file, you can save it immediately as an excel file.

Identifying Visitors hosted by an employee

In this section we will show you how to use Custom Filters to identify any visitors that visited an employee and, in this example, we will see if Sara hosted any visitors during the same period. You could look at such visitors as the 'most vulnerable' but we would recommend that you contact every visitor to your office or facility during the same period.

Quick Tip 2: We recommend you capture the visitor's email address as part of your sign-in workflow so that you can contact them if needed.
  1. Go to Reporting > People Presence.
  2. Make sure you have the employees location listed at the top of the report.
  3. Data Source: Select Visitors.
  4. Data Period: Select Custom Date Range.
    1. Date From: enter the date from (in our example we enter 12 April).
    2. Date To: enter the date to (in our example we enter 27 April).
  5. Select the orange Add a Custom Filter button.

    You are presented with the Custom Filter options window.
  6. Filter Option: From the Filter Option dropdown list select 'Visiting'.
  7. Filter Value: From the Filter Value dropdown list select the name of the employee (in our example we select Sara Jackson).
  8. Select Save Filter.

    Contact_Tracing_9.png
  9. Select the Refresh Data button.
  10. Select the View Report button (this presents your report as a list).

    Contact_Tracing_10.png

You are now presented with a list of visitors that were hosted by the employee.

You can follow the same steps as above to show additional data points, e.g. email, mobile, and export your report.

Please Note: If your employee has visited other locations in your account, you can run reports on these locations or all locations. Click the location at the top of the report, select the other location or All Locations. If reporting on all locations, we recommend adding the Location column to your report.
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