COVID Vaccine Restrictions

As the global COVID-19 vaccination roll out gains momentum, your business may be faced with the challenge of restricting access to your facility to comply with local requirements. GymMaster allows you to prevent access to members until they have confirmed their vaccination status. Members will have to sign a waiver, and upload any required supporting documents before their access is restored. These restrictions can be applied to doors as well as bookings.

This is a Beta Feature, and subject to change. If you have any feedback or suggestions about this feature please email the support team.

This feature has a video demonstration on the GymMaster Youtube channel.

Setup

To configure waiver restrictions for your facility first set up a new waiver template by navigating to Settings > Forms and Waivers > [New Agreement]. The fields of interest are as follows:

  • Type: Waiver
  • Name: Internal reference for this agreement
  • Title: Member facing reference for this agreement
  • Highlight: Highlight the status of this waiver on members' profiles
  • Message: GymMaster doesn't offer specific advice regarding content but points you may wish to mention; Regional policy regarding vaccinations, required proof, any new rules for your facility 
  • Agreement Points: Acknowledgement of key points
  • Attachments: Supporting documentation for the agreement, these are optional and can be set to require verification from staff
    • Verify: Staff need to verify the uploaded attachment before the member will get access

Restrict access to your facility by requiring the waiver for entry through doors, or when making bookings.

  • Doors: Settings > Door Readers > [edit] > Waiver Restrictions
  • Bookings: Settings > Booking and Classes > Service/Class Configuration > Waiver
    Requires 'Bookable Online' enabled
     

How a member submits their waiver

For existing members it's recommend that you communicate any policy changes to your members before they take affect, especially if they might affect their ability to access the facility. You can include the 'Sign Waiver URL' field in any correspondence to allow members to complete the required waiver online. For information on mass communication, see the article on Contacting all of your members.

For new members you can either require the waiver be submitted during the signup process, or include the 'Sign Waiver URL' field in your membership confirmation email.
Waivers can be assigned to membership types by navigating to Settings > Membership Types > [edit] > Waiver

 


An example of how the waiver submission may look to your members.

Monitoring

A member who has either; not signed the waiver, or not had their documentation verified, will be denied access with the reason 'Required Waiver Not Signed'.


A waiver with Highlight enabled

If the waiver has been set up with the Highlight option, then the status of this waiver will display under each member's profile picture.

From here staff are also able to manually update the waiver status for members who wish to submitting their vaccination status in person.
 

For waivers with the highlight option, waiver status can be viewed and updated from the member agreements section.
Member > Communication Tab > [View Membership Contracts] > [Waiver Status]

 

Verification

Some facilities may wish to have staff view and verify any uploaded supporting documentation to ensure that the document meets their requirements.

If you require verification, check the attachment Verify option when setting up the waiver under Settings > Forms and Waivers. This means members will not gain access to the facility until after a staff member has checked their waiver, and marked it as verified. Staff can verify a waiver in the same places that waivers can be marked as signed, the Waiver Highlight & Membership Agreement sections.
 

The reporting system can be used for looking at the status of this waiver for each member. Add the field called 'Waiver Status (Waiver Name)' to a report like the Current Members report.


An example of the Member Status field on a Standard Report.
 

Staff can also be notified of a member signing a waiver using the task system or regularly running reports. For help setting up a new task type, see the article Setting up a new Task Type.
 

Version: This feature requires GymMaster v981 or higher. For more information on GymMaster versions, see the article Whats my GymMaster version?