COVID-19 Logbook

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COVID-19 Logbook for Small Shops

A free, digital alternative to pen and paper COVID-19 visitor / customer tracking for small businesses.

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Normal-people friendly! If you can browse the internet, you can be up and running in about 30 minutes. :)

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How does this work with my shop?

  • Set up the "COVID-19 Logbook for Small Shops" Airtable app for your shop.
  • Make your own QR code for the app (instructions below).
  • Print out a poster with the QR-code in it, and place it in an obvious location for easy scanning.
  • When a customer scans the QR-code with their mobile phone*, it'll take them to a form where they can fill in their details (name, telephone number, email address, date & time of visit). In order for the QR-code to work, the customer will either need to have their mobile data turned on, or be connected to wi-fi. If they can surf the internet, they can scan the QR-code.
  • Your customer's details will be saved in your Airtable account.
  • View and manage customer details by logging into Airtable.

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*Customers using Android will need to download an app to scan QR codes. I personally like "QR Droid". iPhone customers can scan QR codes without needing to download anything.

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How do I set up the Airtable app?

  1. Set up a free Airtable account at https://airtable.com.
  2. Sign in to Airtable (if you haven't already).
  3. Click the "Copy Base" button at the top of this page.
  4. This base is now added to your workspace (if this doesn't work, make sure you are logged in to Airtable before clicking the "Copy Base" button).
  5. Click on the "COVID-19 Logbook" icon in your workspace.
  6. You should now be in a tab called "Customers", with 3 navigation items on the left, and with "Main View" as the selected item.
  7. Click on "COVID-19 Customer Record" - just below the currently selected "Main View".
  8. You should now see a "COVID-19 Customer Record" form. You can customise this form as you like, or use it as is. In order to add your logo, you'll need to upgrade to a paid version of Airtable. I suggest keeping things plain and free for now. If you find this is really useful, you can always upgrade to the paid version later.
  9. Click on "Open form". It should be up top, just below the "COVID-19 Logbook" name. This will open your "COVID-19 Customer Record" form in a new browser tab/window.
  10. Copy the website address from the browser tab/window with your "COVID-19 Customer Record" form. It should look similar to this: https://airtable.com/shrWdkasBdI9MjweF
  11. AFTER you copy the website address, feel free to test your form by filling it in. You should see your data show up in your Airtable app pretty much immediately.

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How do I get my own QR code?

  1. Go to a free QR code generator, such as: https://www.qr-code-generator.com/ or https://www.websiteplanet.com/webtools/free-qr-code-generator/
  2. Paste the website address you copied from your "COVID-19 Customer Record" form into the QR code generator.
  3. (Optional) Customise your QR code.
  4. Download your QR code. (I recommend downloading as a JPG, unless you are familiar with graphic design programs.)
  5. Make a basic poster with Paint (or other similar apps). It could be something like, "COVID-SAFE REGISTRATION - PLEASE SCAN", and paste the QR code below those words.
  6. Print out your poster, and stick it somewhere obvious. :)

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Does this stop being free once I have more than 1,200 customer records? :(

Nope. There's a workaround. :D Airtable only supports up to 1,200 records on a free account. So you'll need to download your customer records, and delete the ones in Airtable, so that you have room for new ones.

  1. Sign in to Airtable (if you haven't already).
  2. Click on the "COVID-19 Logbook" icon in your workspace.
  3. You should now be in a tab called "Customers", with 3 navigation items on the left, and with "Main View" as the selected item.
  4. Click on the "ā€¦" icon beside "Main View", then click "Download CSV" in from the menu that's displayed. Make sure you save that someplace safe! You won't be able to get this back if you lose it.
  5. Use the checkbox/tickbox column to select the rows you want to delete.
  6. Right-click on any row you've selected, and click "Delete all selected records".
  7. Your app can now accept more customer records.

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I'm worried about data privacy. Will anyone be able to use this info to spam my customers?

  • No one will be able to use this info to spam your customers (except you, so please don't).
  • See AirTable's privacy policy: https://airtable.com/privacy
  • Any QR-code generator you use takes the website address (URL) and makes it into the pattern that creates a QR-code. These generators don't store any data, and do not have access to the information you collect from customers.
  • I cannot access your records either. What you see here is a little like instructions for setting up your data in an Excel template. The person who gives you the template cannot see your data. Same here. Lastly, I am not affiliated with AirTable, QRDroid, or QR-code-generator.

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Have questions or suggestions? Send them to gwalchaved@usa.net - I'd love to see them. :)

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Updated April 6, 2021 at 1:53 AM
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Jasminn Chan

Product Designer, amongst other things.
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