Create Your Required Documents


Once the Document Management feature is enabled, you can hover over the Documents tab and click the "Create" button from the dropdown. 



Once you select "Create", a list of templates will populate the screen. Until you enable a required document, each option will remain greyed out. Once enabled, the required document will be highlighted in green. 


If your community needs to collect Custom Documents, you can build out custom required documents, such as Flu Vaccinations or the signature page of a Staff Handbook. To create Custom Documents, select "Create Custom Documents" and begin building out the requirements associated to that specific document. 


Collecting Covid-19 Vaccine Cards


Once you click on "Covid-19 Vaccine Card" you'll see the accepted default vaccine brands, and you are able to add vaccine options should any others be available and approved for you to collect. When you add the additional vaccine options, enter the number of doses that are required.


 


When adding a document to collect, choose the visitor type that will be required to provide this documentation. You'll then choose the Active Date (or Start Date), a Grace Period, and then select the Approval Type. You will also need to choose which answer to the COVID-19 Vaccination question will prompt the document collection. 

More info about that vaccination question can be found here. 


  • The Active Date is the date you need to start collecting the required document.
  • The Grace Period is the time period (in days) that the kiosk user has to submit the required document for approval after their first sign in once the Start Date has passed. Once the grace period has expired, the kiosk user will no longer be able to sign into the kiosk.
  • Approval Type: 
    • Auto approval** automatically approves the document submitted. You can review and deny a submitted document at any time.
    • Manual approval requires a Community Admin to review the document submitted. Kiosk users may sign in during the Manual review process until the Grace Period has expired.
    • Sign In on Submission** enables the person to come into the building if they have submitted their required documents whether or not they've been reviewed. In this case, the documents still need to be reviewed and approved/denied by a Dashboard Admin.



**Both Auto approval and Sign In on Submission will allow the kiosk user to sign in without the required documents going through the admin approval process**


Click Save once you've made your choices. 




Tracking Covid-19 Vaccine Boosters


If you need to collect proof of vaccine booster, select the "Additional Dose/Booster" tab when editing the Vaccine Card collection campaign once you have filled out your "Primary Series" tab.


Once on the booster tab, check the box for "Additional Dose/Booster Required to Gain Entry" if you'd like to make it a requirement and then enter the waiting period between doses. The waiting period is the amount of days to prompt for the request for an additional dose after the primary series was completed. 



Vaccination Exemptions


Should your community or facility allow for Covid-19 Vaccination exemptions, you now have the ability to select the reasoning for a Vaccine exemption upon submission. The Dashboard defaults two two options, both of which can be edited to suit your needs: 

  1. Medical (this must be completed by a licensed medical provider to complete your vaccination exemption)
  2. Sincerely held religious belief, practice or observance


If you want to update these options click on the "Vaccination Exemption" tab. You can then update the verbiage of the exemption reason. In addition, if your community needs to collect proof of a Valid Exemption should someone answer "No, I have not been vaccinated", or they select "Choose Not to Disclose" you can enable that option under the Vaccination Exemption tab as well. 




Collecting Covid-19 Tests 


If your community only needs to collect proof of a negative Covid-19 test upon completion of a full vaccination schedule, be sure to check off the boxes under the Covid-19 Test options to only collect the Covid-19 Test for unvaccinated visitors. This is all dependent upon the answer to the Covid-19 Vaccination question.




You'll see the common default Covid Tests, and you are able to add test options should any others be available and approved for you to collect. For each type of test, you can determine a Validity Date. This is how long the test will be approved for. Once the Validity Date expires, the submitter will have to provide a new test. 


Then choose the visitor type that will be required to provide this documentation. You'll then choose the Active Date (or Start Date), a Grace Period, and then select the Approval Type. You will also need to choose which answer to the COVID-19 Vaccination question will prompt the document collection. 

More info about that vaccination question can be found here. 


  • The Active Date is the date you need to start collecting the required document.
  • The Grace Period is the time period (in days) that the kiosk user has to submit the required document for approval after their first sign in once the Start Date has passed. Once the grace period has expired, the kiosk user will no longer be able to sign into the kiosk.
  • Approval Type: 
    • Auto approval** automatically approves the document submitted. You can review and deny a submitted document at any time.
    • Manual approval requires a Community Admin to review the document submitted. Kiosk users may sign in during the Manual review process until the Grace Period has expired.
    • Sign In on Submission** enables the person to come into the building if they have submitted their required documents whether or not they've been reviewed. In this case, the documents still need to be reviewed and approved/denied by a Dashboard Admin.



**Both Auto approval and Sign In on Submission will allow the kiosk user to sign in without the required documents going through the admin approval process**


Click Save once you've made your choices. 


Covid-19 Test Exemptions



Should your community or facility allow for Covid-19 test exemptions, you now have the ability to select the reasoning for a Vaccine exemption upon submission. The Dashboard defaults one option, which can be edited to suit your needs: 

  1. Medical (this must be completed by a licensed medical provider to complete your vaccination exemption)


If you want to update this option click on the "Covid-19 Test Exemption" tab. You can then update the verbiage of the exemption reason. In addition, you can also set-up an exemption for kiosk users that upload a positive covid test. This was created to accommodate the rules and regulations of states that currently have to accept non-contagious positive visitors. 


If you want to accept exemption documents from positive visitors, simply check the box at the bottom of the page and save. 



Now that you've created your community's required documents, it's time to begin collecting and verifying the documents. A mobile app user can upload the required documents via the app, or a community admin can submit the documents on behalf of a kiosk user. 


Thanks for your interest in Document Management! 


  • To sign up, or for additional information, please email us at documents@accushield.com
  • For support, contact us at communitysupport@accushield.com
  • For feedback on this and other features, please email us at ideas@accushield.com