We have developed a special visitor log/check-in module that will help you keep track of anyone that visits your facility, and allow you to export that data to help with contact tracing efforts should that be required.

It's easy to setup and use, and visitors will be able to scan a QR code and do the check-in their own device, so they don’t have to touch a shared tablet or computer.

You can also track how many visitors are currently in the facility.

Follow these steps to quickly get started with the visitor log module at your facility.

To enable the module:

For further customisation of the visitor log, click on the Text tab and adjust the introduction text and terms & conditions to your liking. Both of these text fields have support for markdown if you want to use additional formatting.

if you specify terms and conditions, any visitor will have to read and agree to those terms. You can use this to ensure that visitors are not experiencing any symptoms of illness for example, and asking them to leave if they do.

If you want to print a large QR code so that visitors can scan this and do the visitor log/check-in on their own device, thereby avoiding the need to touch a shared computer, click on the button in the bottom left to get your unique QR code:

Click on the QR code that pops up to download the image. You can use this in any document that you create and print it out and hang it at the club entrance.

If you want to use the visitor log on a tablet or computer at the club so that people who don't have their phone on them can sign in as well, you need to login to Hello Club as an administrator on that device first.

Once you're logged in on that device, enable kiosk mode in Hello Club:

Lastly, press the green button to enable kiosk mode on that particular device:

Once enabled, you can sign out of Hello Club again and that should bring up the visitor log which also contains a QR code for members to scan directly from the device.
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To see how the visitor log captures visitor information or learn how to log your visit as a member, please see this help article for members and visitors.

To view visitor logs:

By default, all visitor logs for the past week will be displayed. You can adjust the date range as needed using the filters:

You can also use the search bar on top to search for specific logs, for example all logs for a certain member, or everyone from a specific suburb or city.

To export all logs for your current filters and date range, click on the gray export button at the bottom right of the screen:

This will export the visitor logs as a CSV file with complete details, which you can pass on to anyone performing a contact trace analysis at your facility.

We will be taking feedback on board and keep a close eye on any official regulations coming out, and will adapt the module further as needed. In the meantime, we've collected some commonly asked questions below.

Yes, we've worked hard to make this module available on every plan and for every club, including those on our Free plan. We want every club or organisation to have the tools required to re-open their facility with confidence, and you're welcome to use Hello Club just for the visitor log if you need to.

If you're new to Hello Club and want to use our visitor log module, please have a look at our special help article which helps you get started with the visitor log in 5 easy to follow steps. 

For each visit, the following information is collected:

This is in line with current best practices and regulations for contact tracing, however in the near future we will add more flexibility so that you can choose what data to collect.

Yes, to display the number of visitors currently in the facility on the visitor log:

Yes absolutely:

A popup will open with the QR code for your unique visitor log link. Click the QR code to download it as an image to your computer. You can then print this QR code and hang it at the door with further instructions.

If a visitor doesn't have a phone on them, they can still complete the visitor log if you make this available on a kiosk computer or tablet at the facility. If this is not available, they will not be able to log their visit while at the facility unfortunately.

If a registered member completes the visitor log without signing in first, they will be recorded as a guest, and the log will not be linked to their member account. All relevant details will still be captured in the log for contact tracing purposes.

If your phone is not able to scan the QR code, please check the following:

Not all phones can scan QR codes with the camera app, so you may need to download a specific app that can read QR codes.

No, at this stage the visitor log won't keep track of the exact time someone left the facility again, as we don't force visitors to "check out" again once they've checked in. We do ask for an estimated time at which the visitor expects to leave the facility, but this could potentially be different from the time that they actually departed the facility.

Given the nature of the COVID-19 virus and the fact that it can survive on surfaces for extended periods of time, sometimes even days, it is likely that if an infected person visited your facility, the virus could potentially affect visitors that come in hours or days later. As a result, any contact tracing efforts will probably be focussed on a much wider time frame than the exact window an infected visitor was at the facility, so capturing the exact time of departure of a person will likely not make much of a difference.

If you have our access control system, and all your members have a key tag to enter the facility, you can opt to keep your doors closed and instruct every member to tag in at the door, even if they arrive in a group of people. This will be recorded in your Access Log and each entry will be linked to the relevant member. 

However, while this is convenient for the members, there are some drawbacks:

So it could result in some more work if you are asked to provide detailed logs for a particular day, and you may still need to provide a visitor log option for non-members that don't have a tag.

We've done our best to have the module capture all details of visitors essential for successful contact tracing. However, if you believe a feature is missing, please let us know and we'll do our best to include it in a future update.

If you have any other questions about this module or need help setting it up for your club, please reach out to us using the live chat.

You can find more tips and help in our special COVID-19 help articles collection.