Welcome to your quick-start guide to vaccine verification on Beekeeper. The topics covered here will help you manage the vaccination status and COVID test results of your teams to maintain business continuity and keep your workforce healthy.
In this article you will find the following information:
- How to set up forms and process submissions
- How to make forms accessible to your teams
- How to add shortcuts
- How to export form submission results
- How to add documents to the Document Library
- How to create a survey
Getting started with Beekeeper
If you’re new to Beekeeper, please take a moment to learn the basics here. Even if you mainly want to use the platform for vaccine verification, it’s important to know the essentials.
To get started, you’ll need to give your employees secure access to the app. You can do this by adding users. Find out more in our quick-start article on adding users to Beekeeper.
If you’re already a pro Beekeeper administrator (go you!) please read on...
Using forms to document vaccine verification and COVID test results
Forms can be used to digitally collect responses from your employees. You can create different forms for different needs, such as collecting vaccine verification and COVID test results or enabling employees to send you questions related to the COVID measures or processes within your company.
Once you’ve set up your required forms, your employees can access them on mobile or in the web app. You can also send them the link to a specific form in a Campaign or chat message.
To learn how to set up new forms, check out this article.
Processing Submitted Forms
Once you’ve created your forms, you can add a variety of automation, which will enable you to define what will happen once an employee submits a form. To set up automation around your forms using Worker Bees (e.g. to forward submissions into a restricted HR stream for processing and send a chat message to the employee who submitted the form), you will need the Form ID.
To get your Form ID, just copy-paste the link you created for your form. Here’s an example: https://vaccines.beekeeper.io/forms/2e2f3d61-f45f-4503-b1d1-0e44d61aaaee
The second part of the link on bold (after forms/) is the Form ID. You’ll need to copy just this when you’re creating your Worker Bee.
You can confirm the validity of the submitted forms to your employees via a personal chat message.
Note: You can also automate a response to your employees so they know that the form submission was successful and the form is being reviewed.
Sharing forms with your workforce
Once your forms are set up and submission processing has been automated, it’s time to share them with your workforce!
You’ll need to get familiar with creating links for your forms. To do this, click on the cog icon to the right of your form, select “share form” and copy the link.
Creating buzz around your process
Here’s how to get your vaccine verification process rolling in Beekeeper.
Get the word out
Add to Shortcuts
To make your forms accessible to your employees in the app, add them as Shortcuts. To add a Shortcut, copy your form link, go to Toolbox → Shortcuts, and create a new Shortcut with the link. The first 8 Shortcuts you add will be visible in the Shortcuts widget on the Home screen.
To learn how to create shortcuts, check out this article.
Share with a QR code
To share the form via QR code:
- Go to your list of forms in the admin dashboard.
- Click on the cog icon and select Share Form → Get QR Code
- Print the QR code and make it available throughout your facilities
Create a Campaign
If you want to get confirmation that employees have read your message, send a campaign. Campaigns are sent with a push notification, and appear in the personal chat inbox of each recipient. Recipients must click a button to confirm they received the message, and you can follow up with any non-responders. You can send a campaign to your whole workforce, or to any combination of groups. To learn how to create campaigns, check out this article.
Share in Chats
To share the form link in a chat message:
- Go to the chat function, open a chat with the employee to whom you want to send the link.
- Paste the link into the text field and send.
To learn more about chats, check out this article.
Pin to the Home Screen
To highlight an important form on the Home screen, you can contact your Beekeeper CSM or Customer Support and request the Pinned Posts widget.
Exporting form submissions
You can download the form submission results in an Excel format to save locally on your desktop or to further process the data. To export the submission results:
- Go to the admin dashboard.
- Click on Toolbox and then on Forms on the left side navigation bar.
- In the list of forms, click on the cog icon on the right side of the form you want to export, and then on “Export results”.
Adding documents to the Document Library
New COVID protocols might require new guidelines and documentation. You can make documents containing such guidelines easily accessible to your employees via our Document Library.
To learn how to add documents to the Document Library, check out this article.
Surveys are a great way to collect feedback or answers from your employees. Surveys can be sent anonymously for feedback gathering or non-anonymously for e.g. Daily Health Check questionnaires.
To learn how to create a survey, check out this article.