Reopening / Controlled Access Templates

Updated 1 week ago

These templates are designed to be used as part of a "text for access" program to help overcome difficulties with customers, employees, patients, and contractors getting access to sites in a contactless manner.

1. Contractor Access Management

This template can be used to manage access for cleaners, construction workers or trade services visiting a site, mining and resources personnel on site visits - or even extended to client-facing situations like medical practices allowing patients to enter a waiting room, students on campus, customer numbers in a supermarket, and more. The message requires an automation to be set up to manage message flows triggered by keyword responses. These responses can be amended based on various factors - for example, if a site's capacity is reached, then the response to a check-in can be changed to an alert telling the contractor they need to wait outside until further notice.

Variable fields:

  • <organisation> - this is where you need to put the name of your business (eg. "Twiggy Mining Group")
  • <site> - this is where you need to put the name of the site to which the message refers (eg. "Red River")
  • <URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (eg. your company website)

Additional Support:

  • Read this article for instructions on creating a multi-part automated conversation with autoresponders.

Template 1:

As a registered contractor for <organisation> conducting works at <site>, you are required to log entering or leaving the site by replying to this message. You must adhere to social distancing and COVID-19 guidelines: <URL>. Please confirm acceptance by replying “YES”.

Template 2a (keyword = "YES"):

​Thank you. You must text each time you go IN or OUT of the premises. Text “IN: <site>” upon entry and “OUT: <site>” when leaving.​

Template 2b (keyword = "NO"):

Rejection of the conditions of entry to <site> means that you will not be permitted access to the site. Your response has been registered and you will be contacted shortly with further instruction.

Template 3 (keyword = "IN"):

Your entry is approved. Stay safe while working on site and remember to text “OUT: <site>” when leaving.

Template 4 (keyword = "OUT"):

Thank you for helping us to maintain the safety of everyone at <site>.

2. Patient Access

This template can be used to manage access for patients visiting a clinic, with the aim of requesting the patient text a keyword to a number prior to entering the clinic and awaiting confirmation of clearance to enter. The message requires an autoresponder to be set up to manage message flows triggered by keyword responses. These responses can be amended based on various factors - for example, if a waiting room's capacity is reached, then the response to a check-in can be changed to an alert telling the patient they need to wait outside until further notice.

Variable fields:

  • <organisation> - this is where you need to put the name of your business
  • <clinic> - this is where you need to put the name of the clinic to which the message refers (eg. "Cottesloe")
  • <URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (eg. your company website) 
  • <phone> - this is where you add the contact number for the clinic's reception.

Additional Support:

  • Read this article for instructions on creating a multi-part automated conversation with autoresponders.

Template 1:

Upon arriving at <organisation> for your appointment, you are required to text reply to this number to notify us of your arrival before entering the premises. You must adhere to social distancing and COVID-19 guidelines: <URL>. Please confirm your understanding by replying “YES”

Template 2a (keyword = "YES"):

Thank you. You must text “IN <clinic>” upon arrival and await a response BEFORE entering the clinic.

Template 2b (keyword = "NO"):

Rejection of the conditions of entry to <clinic> means that you will not be permitted entry to the clinic. Your response has been registered and you will be contacted shortly with further instruction.

Template 3a (keyword = "IN" and capacity not yet reached):

Your entry is approved. Please come to reception and see a staff member. Remember to adhere to social distancing guidelines. 

Template 3b (keyword = "IN" and capacity has been reached):

Our waiting room is at capacity. Kindly wait outside and a member of staff will come and see you shortly. Call <phone> if staff do not see you within 5 minutes. Thank you.

3. Staff Notification

Field References

  • "first name" - the name of the recipient.

Variable fields:

  • <date> - the date from which restrictions are easing to allow the return to work
  • <organisation> - this is where you need to put the name of your business
  • <URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (eg. your company website).

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Basic Contact Data Template.csv

Template:

Hi (First Name), With COVID-19 restrictions easing, <organisation> will be reopening on a restricted basis from <date>. Please familiarise yourself with all changes before returning to work - <URL>. If you have any concerns or are unwell, reply YES to this message and we will contact you to discuss. Thank you.

4. Education

This template can be used to notify students and parents of the reopening of a school/university and the mandatory restrictions being enforced. Some schools may be returning in stages (e.g. by specific year groups at a time) so this template can be altered to reflect this as required.

Variable fields:

  • <date> - the date from which classes will resume
  • <organisation> - this is where you need to put the name of your organisation
  • <URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website)
  • <phone> - your organisation's phone number

Template:

Students & Parents of <organisation>. We are reopening from <date> for all students. To ensure the safety of all staff and students, social distancing restrictions will be enforced and updated policies for visitors will apply (see <URL>). Do not attend if you are ill or high-risk. Please call <phone> for further advice if required. Thank you.

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