Return to the Workplace Portal
Return to the Workplace solution now includes a portal. The portal allows users outside your organization to get a pass by completing a health attestation. The portal has been designed to provide a mobile experience for users but will scale to tablet and desktop screens as well. This enables users to access the portal from any device.
This article will cover:
Invite workers to the portal
In the Facility Safety Management app, the facility manager can invite workers to the portal. To invite a worker to the portal:
- Open the Facility Management app.
- Select Solution Setup area.
- Select Workers.
- Select the contact you would like to invite to the portal.
- Verify that the e-mail address is correct.
- Set the field Requires portal access to YES
- Select Save.
In the background, an invite will be created and an e-mail is sent to the contact. The email contains a personal link that allows the contact to redeem the invitation and create an account that will be linked to the contact.
In the Workplace Care Management app, skip steps 1 and 2 described above. The Workers section is directly available from the side menu.
Portal experience for the worker
Workers can be invited to the portal and are prompted to create an account. They can create passes for themselves and their guests or dependents.
Portal provides workers with the ability to attest to company health policies. If a worker is not signed in, they are given the options to SIGN IN, REGISTER, or REDEEM INVITATION. More information: Overview of authentication in Power Apps portals
If the worker wants to use the REDEEM INVITATION option to access the portal, the worker needs to do the following:
Open the link in the e-mail to redeem the invitation.
Select Register and enter new account information (email, username, password).
Select Register.
Select the checkbox to agree to the portal site's terms and conditions.
Select Continue.
Select Submit.
The worker is logged into the portal and the home page is displayed. From the home screen, the worker can do the following tasks:
First-time users have to view and accept terms and conditions to complete their login. Admins can set up terms and conditions for the portal by following the steps in this linked article: Configure Terms and Conditions
Create a pass
To create a Day pass using the portal:
Sign in to the portal.
On the home screen, select CREATE PASS.
Select the name. Only guests that have no access action on them, such as being blocked, will be an option for creating a pass.
From the list of available facilities, select the facility, and then select NEXT. You can't select facilities that are closed.
Accept the disclaimers on the Take the daily health check screen.
Note
The General terms & agreement and Health terms & agreement are shown based on the worker's default facility. These are configurable by your solution admin.
Select I AGREE if the guest has no symptoms.
A pass is generated for the guest/dependent for that day.
Note
System administrator can disable the storing of negative confirmations in the solution settings. This will stop a negative confirmation from being created and won't save the record.
- If the guest selects I DISAGREE, they are taken to the negative health check screen.
Note
The content of this negative health check screen is completely editable by your system admin. The default message are shown based on the worker's default facility
View existing day passes
To view existing guest or dependent passes select VIEW PASS on the home screen. If no pass exists, the VIEW PASS option will be disabled on the home screen and in the Options menu.
The pass displays:
- Name of the guest
- Pass date
- Employee contact
- Facility
- Parent organization
- QR code
- CANCEL PASS
- SHARE PASS
When CANCEL PASS is selected, the portal asks for confirmation. When a pass is canceled, it will no longer show up in the VIEW PASS screen and the attestation will be deactivated. The record will still exist in the system.
Note
System administrator can disable the use of QR codes in the solution settings. This applies to both employee and guest passes.
Submit Test Results (Preview)
The worker can submit their test results through the Portal. They will see a Submit test result on the home screen if the Test Results setting is enabled in solution settings.
Note
If the "Enable test results for accomodated workers only" is enabled, only accomodated workers (with accomodated = Yes) will view the Submit test results button.
Once they select this button, the Test results terms and conditions screen will open.
Selecting Accept will send them to the next screen, Test Result, where they can enter the information for their test result. Workers cannot submit the test result until they provide the test date, result, result date and test type. The worker can also provide the result interpretion and upload an image of their test result; This step is optional.
Note
The worker cannot submit the test result until the Result date is on or after the Test date.
Selecting Submit on this screen finishes the process and the next screen will show you the status of their test result.
If manual verification is enabled in the solution settings, the status will be set to Pending review.
Note
Ensure that a health and safety plan is assigned to the worker. Based on the frequency of testing required in the Health and safety plan and Test Date of the last submitted test result, Return to Workplace calculates the due date for the next submission. If the worker does not submit their test result on that day, their Current to Plan status changes to No.
The worker can view the submitted test results and approval status of the test result in the top menu.
Selecting Test Results from the menu options navigates the user to view the submitted test Results.
Submit Vaccination Confirmation (Preview)
If the worker is vaccinated, they can submit a vaccination confirmation. They will see a Submit vaccination confirmation on the home screen if the Vaccination Confirmation setting is enabled in solution settings, and either no vaccination confirmation has been submitted or the confirmation has lapsed or has been declined.
Once they select this button, the Vaccination Confirmation terms and conditions screen will open.
Note
Vaccination terms and conditions can be configured from solution settings. Your organization is responsible for providing its own vaccination terms and conditions prior to collecting vaccine information.
Selecting Next will send them to the next screen, where they can enter the information for their vaccination confirmation.
Workers cannot submit the vaccination confirmation until they indicate whether they are fully vaccinated, provides the date of last dose and last vaccine type. The worker has to upload an image of their vaccination record; This step is mandatory. At the same time, the worker cannot select a future date.
Note
Employees can either upload an image of their vaccination record or a screenshot of their SMART QR code. It is the customer's responsibility to set up the infrastructure to read and verify the information in the SMART QR code. More information: https://smarthealth.cards/
Selecting Submit on this screen finishes the process and the next screen will show you the status of their vaccination confirmation. If manual verification is enabled in the solution settings, the status will be set to Pending review. If it is approved, they'll see the expiration date, and they will also be able to submit a new vaccination confirmation.
Manual Submission of Vaccination Details
For Workers who do not have their vaccination documents handy, we provide them with the option to submit this information manually. Workers have to select whether they are fully vaccinated, provide the date of last dose, last vaccine type, and then they have the option to select the "Manually submit the information".
Post that, the worker will be taken to the "Manual Vaccination Report" page where you have to input the number of doses, and the respective information (Date of dose, dose type & name of healthcare professional/clinic site) for each dosage that they have received.
On clicking next, the worker will be asked to review their submission. Selecting Submit on this screen finishes the process and the next screen will show you the status of their vaccination confirmation. If manual verification is enabled in the solution settings, the status will be set to Pending review.
Notifications
To read Notifications, worker can select the bell icon in the upper-right corner of the home page.
Note
The number in the bell icon represents the number of notifications created on that day for that worker (and not the number of unread notifications).
Facility access not available
A worker who is blocked can't create a pass. This block is managed through the Facility Management App, under Access for each contact.
Note
Because a system administrator can configure this information in the solution settings, the information that is displayed depends on the default facility and the facility group that is associated with that facility.
In the latest release, we have enabled notifications once a worker's facility access is re-enabled.
Create pass for dependents or guests
To create a pass for the dependents, go to Home and select REGISTER GUEST OR DEPENDENT. Contact details must first be entered for all the dependents:
Mandatory fields:
- First Name
- Last Name
Non-mandatory fields:
- Phone Number
- Organization
After creating dependents, the user will see them listed. First the two most recent dependents, and then the list of all dependents when creating a pass.
To find dependents in the Facility Management app, go to Solution Setup and select Workers. On My Active Contacts view, open a record and find dependents on the Guest tab. All dependents can be found on the Active Guests view.
View resources
The resources screen displays general information from your organization to the portal user.
Note
System administrator can configure this information in the solution settings, therefore the information displayed depends on the default facility and facility group associated with that facility.
Update profile
Workers can perform basic operations on the profile screen. Workers can update their personal information, change their password, or change their sign-in method.
Note
The options available for Manage external authorization depend on the authentication methods configured by the system administrator.
Extend portal
To learn more about how to extend portals to address your business needs, go to:
Extend the Return to the Workplace solution
Power Apps portals documentation
Give feedback about the solution
To provide feedback about Return to the Workplace, visit aka.ms/rtw-community.