Follow this process to complete your Clear To Go! setup.


Prerequisites:

  • Create an account for your school.
  • A sufficient number of seats have been licensed. You will need a seat for every employee that will be screening and/or accessing the website. This can be found by clicking your name at the top right, then Settings, then Billing. Contact support@cleartogo.co for enterprise accounts.
  • If needed, students enabled. Contact support for this feature.



Employee & Parent Communication:


Inform your users about the new process of daily screening:

  • Employees that will be screening need to be made aware of the new daily requirement. The first contact from our system will be a notification to screen. Prior to implementation, we highly recommend your organization contact all employees describing the following:
    • Required to answer simple health questions regularly.
    • To answer these questions, there are three methods:
      1. Download the app  ( how to use the app ) - recommended
      2. Receive an SMS text message (students / parents do not get this method)
      3. Receive an email
    • Notifications are sent in order of presence. If we detect they have the app we send to the app. If no app is detected, we try to send an SMS text message. If SMS text message is not available, we send an email.
    • Here is an  example email  that should be sent to all employees prior to system setup.


  • Parents also need to be aware that their student will be required to complete the screening. Once a student is added to the system && parent info is include for that student, an email is sent to the parents asking them to set the preference of consent. The email will appear as:

    • They can choose to allow the student to complete the screening or they can choose to screen the student themselves (answer the questions on the students behalf). If they choose to screen the student themselves, they can choose which parent will receive the daily reminder to complete the screening.
    • If the school/parent does not want the student completing the screening themselves, parents need to be advised to set their screening preference to Parent/Guardian.
    • If parental consent is being obtained through another method outside of the Clear To Go! system, this setting must be set using the bulk import function.
    • Parental consent must be obtained in order to send notifications to a student account. More on parent consent forms 
    • Once this is set, the students/parents have two methods to screen:
      1. Download the app ( how to use the app ) - recommended
      2. Receive an email
    • Same order of presence applies to student/parent notifications with exception of the SMS text message option.
    • Here is an example of the communication to parents prior to adding students.
    • Here is another example of a hand-out flyer that can be sent home to the parents.



System Setup:


  • Log into app.cleartogo.co
  • Create the necessary Locations / Groups
  • Decide which employees will be assigned which roles in our system. Admin, Case Manger, Manager, or Basic.
  • Decide what questions should be asked and what directions should be given to them should they fail the screening.
  • Add Employees
  • Add Students
  • Create a Screening Schedule



1) Locations


The first step to setting up the system is setting up a location for each of their different screening groups on the Locations page. Click your name at the top right > Locations.

  • Click “Add Location” and enter the following information for each location. The only required field is Name.
    1. Name
    2. Address
    3. City
    4. State
    5. Zip
    6. Time Zone
    7. Auto Check-Out After setting.
    8. Capacity Tracking setting. More info
    9. Geofencing. More info
    10. Click “Create Location” to save your addition.

2) Groups


Groups can be created concurrently with adding users via the import, or separately. Groups are your way to further classify students/employees based on your organization structure. Groups allow additional flexibility and adds security features to allow admins to isolate user information based on these Groups.


Users that do not have permission to see "All Employees", "All Locations", or "All Groups" will only be able to see information for other users at their location and within the same group as them. This allows admin to restrict the information a manager can see to only their direct reports.


You can start creating Groups by either using the import tool, or creating them independently.


Click here for how to create groups.


Once you have created a group, it will show up in a list on your "Employee Details" page the same way Locations do.

You can assign an employee a group at any time by checking the box and hitting "Update Employee".



3) Roles


Click your name at the top right, then select Settings.



Then select Roles



  • Clear To Go! has four built in roles.
    1. Admin (For users who will be managing your Clear to Go system)
    2. Case Manager (For site managers at a specific location)
    3. Manager (For floor or team managers with direct employee reports but no need for system wide management)
    4. Basic (No use of the website, only screening)


If your organization needs more or different Roles, you can customize the Case Manager and Manager roles using the Edit button. You can also create new roles by clicking Add Role. Name your role and select the permissions based on the site access you want that user to have.

More info on creating custom roles and a description of the permissions can be found here.






4) Screening Questions


Clear To Go! allows each organization to customize screening questions to their needs. New accounts have default screening questions. If these do not fit your needs, you can follow the steps below to modify your questions:

  • To start setting your screening questions click on your name on the top right of the screen and select Settings then Screening Questions.



  • Clear To Go offers a 4 question questionnaire that can be edited or modified to meet the compliance of your organization. 


  • The Version # is how many times the questionnaire has been modified.


  • Feel free to add/remove questions/answers as needed, by selecting Edit


  • Once the questions/answers and the flow of the next steps are as desired, be sure the "Options" fields are correct (1). The Valid For setting is how long the 'Passed' badge is valid for. Users screen daily, thus at some point the badge expires.



  • Then select "Publish Version xx" (2)


If a separate questionnaire is needed, you can duplicate the first questionnaire and modify it as needed. The second questionnaire will then have the ability to limit these questions to only be sent to a Location or type of user (Visitor, Student, Contractors)



5) Load Employees



Next step is to get your employees into the system. This can be done using the import tool, or individually with the Add Employee button. 



Bulk Importing Employees



  • Open the file in Excel or Numbers and fill in the following information:
    1. Role
    2. Location name
    3. Email*
    4. First Name
    5. Middle Name
    6. Last Name
    7. Cell Phone*
    8. Employee ID*
    9. Badge ID
    10. Office phone
    11. Shift
    12. Home Address
    13. Groups(Groups can be used to organize by department, team, class etc)
    14. Removed(When adding employees, leave this column blank. This column can be used later to deactivate employees. More on Deactivated Employees)

Please Note: Bold fields are required. The minimum required fields that must be populated are First Name, Last Name, Role, Location and a unique identifier*: one of Employee ID, Cell Phone, or Email. Note that if neither Cell Phone or Email are provided, the only way for a user to receive daily notifications to screen is to use the mobile app.


  • Once filled out, this CSV can be uploaded by clicking the “Import” button.




Adding Employees Individually

  • To add employees manually click the Add Employee button and fill in the above information. Click Create Employee to save the addition.


Please Note: Once all your seats are filled you will not be able to add more employees. To add more seats, you can increase your number via the billing page or contact support@cleartogo.co for enterprise accounts.


Also Note: When importing users via CSV, they will not receive an onboarding email. Your organization needs to reach out to your employees of the new process. See here for example email template.  When adding Manager/Case Manager/Admin employees manually they will be sent an invitation to create a password to be able to access the website. Employees with the role 'Basic' do not receive this invitation as basic employees do not have access to the website. 



6) Load Students


Navigate to the students page. Students can be added individually one at a time or using the bulk import function.


Parental Consent Must Be Obtained 

If a Student is added with parent email present, the parent will be immediately emailed a link to set the preferences on who will be completing the screening process; the student or the parent/guardian. If parent/guardian is selected they will also have the ability to set which parent(s) gets the notification. Once the preferences are set, the parent or child (whoever will be doing the screening) can download the app and Link the app with their email address (parent or student).


Note: If parental consent was obtain through another method besides our automated email, no parent email is required. Consent must be provided in the consent_given column of the import file.



Bulk Importing Students

  • Clicking on the Import button will prompt you to download the attached CSV template.
  • Open the file in Excel or Numbers and fill in the following information:
    1. Location Name*
    2. Email
    3. First Name*
    4. Middle Name
    5. Last Name*
    6. Cell Phone (student cell phone only, if applicable)
    7. Student ID
    8. Home Address
    9. Birthdate
    10. Parent Guardian 1 Phone
    11. Parent Guardian 1 Email (if present, parent will be notified)
    12. Parent Guardian 1 Name
    13. Parent Guardian 2 Phone
    14. Parent Guardian 2 Email (if present, parent will be notified)
    15. Parent Guardian 2 Name
    16. Home Room
    17. Section
    18. Grade
    19. Teacher
    20. Groups(Groups can be used to organize by department, team, class, etc)
    21. Consent Given (if blank or FALSE, parent email is required. The parent will be sent an email asking them for consent. If TRUE, the student will be sent an email stating the Student will be asked to screen before coming to school.)
    22. Consent Given By (leave blank)
    23. Age Group* (minor = student under the age of 18. adult = student 18 or older.)
    24. Removed (leave this blank during your initial import. Later you can deactivate Students that are already in the system, by putting FALSE in this column).


Required fields: Location, Name, Age Group, and at least one unique identifier (email, cell phone, or student ID)


Please Note: In order to add a student into the system the only thing needed is Email, or Student ID. However, without a location and name the users screenings will not populate on your pages correctly, and without a Parent email, the parental consent form will not be sent.

  • Once filled out, This CSV can be uploaded by clicking the "Import" button.


Adding Students Individually

  • Click the “Add Student” button and fill in the above information. Click “Create Student” to save the addition.




7) Screening Schedules


Once you have all the above information in the system, you are ready to set the schedule for when the daily notifications will be sent.

 

Click on your name at the top right of the screen and select Settings then Screening Schedules




  • Click Add Schedule.


  • Give this Schedule a meaningful name.
  • Select the appropriate users that need to be screened at this time.


In the example above, if you want to make this screening schedule be sent to a more specific group of users, you can click Add Rule to begin setting the rules that determine which users get notified to screen. 


  1. You will be prompted to select a “Property” this determines the criteria of your screening group. It can be set based on any of the employee information on the "Employees" page. 
  2. Next you will be prompted to type in “Matches” this will be what the system will search for within that criteria.
  3. For example, if you want to alert everyone at a certain location. You set “Property” to locations, and in “Matches” you select the checkbox for that location. Any employee associated to that location will be notified at the appointed screening time. 
Please Note: Creating multiple rules within the same schedule is additive, only employees that fit both the criteria will be notified. For example, if a user creates two rules, one that notifies based on first name: John, and another that notifies based on a Location: Michigan, the system would notify people named John, that are associated with the Michigan location.


Sometimes you will want to notify a group within a criteria, to do this you can create "Or" rules. For properties that prompt you to select from a list you will check multiple boxes. For example if I create a rule based on locations and select two options, employees that are associated with either location will be notified.For properties that prompt you to fill in the text, you can separate your text with the vertical bar key "|". For example, if I wanted to notify employees based on a list of first name, I would select the property "First Name" and type "John|Jane|Larry". Once saved in the system you will see that the rule is set to notify "John or Jane or Larry".


  • Set “Screening time”, the screening notification will go to the people indicated in your rules at this time.
  • Set “Days Active” the screening notification will go to the people indicated in your rules on these days.
  • Hit "Create Schedule" to save the schedule. Once saved you will see your schedule in the list on the "Screening Schedules" page.
Please Note: You can double check that your notifications are set correctly by verifying that the number in the "Notified" column matches the number of users you expect to receive a notification.




8) Try a Screening


To see how your newly setup account works, send yourself a screening notification. Find yourself under Employees, click Options and click Send Screening.




Monitoring Screening Notifications:


From the Settings menu then Notification Log you can see a list of all notifications.


Additionally, from within any employee/student/contractor record you can click Notification Log and view a list of notifications for only that user. It will show success or failure with a reason. This can be useful when a user claims they did not receive a notification.





Final Consideration


If a user fails a screening, what happens? Read the following so you have an understanding what happens when someone fails a screening:

  1. What happens when they fail?
  2. What happens when a Case is created?
  3. Should they be able to screen again?


 

Any questions? Contact support@cleartogo.co