Weblink

A weblink is a link that is sent to the client and/or Primary support person (PSP) via SMS (text message) or email so they can complete surveys remotely. 

1. 1. Client/PSP will click on the link that is sent to them

   2. They will see a "Welcome to Beehive, [name]" screen and press "continue"

   3. They will be asked to enter a one-time password (OTP). This OTP will be sent to the same email/number that the weblink was sent to.

   4. If client/PSP does not receive the OTP after 1 minute, they may request a new one or try an alternative method method of verifying themselves to log into Beehive weblink. If they use the alternative method, they will be asked to enter two fields that are entered by the clinic in their Beehive profile such as First name, Last name, Date of Birth, or zip code. They must also complete Captcha. 

   5. Validation with OTP or using the alternate method will last for 24 hours. This means that, as long as client and/or PSP continue to use the same device and same browser, they will not be required to authenticate again.

   6. Then client/PSP will see their survey list and be able to complete surveys in Beehive.

Distribution and Expiry

• • • Weblinks are sent automatically when you register a client on/after their intake date

    • After that, clients and support persons will receive, at maximum, one auto-generated email/text per week. This will be delivered on Sundays at 7am.

    • You can also manually send a weblink to a client or support person at any time

    • Only the most current weblink is valid. In other words, a weblink will expire when a new one is sent (either automatically or manually). If a client is getting an error that says their weblink has expired, this means they are not using the most recent link.

Frequency

The frequency of these weblink reminders will be determined  by how close the client is to their survey expiration date.

• • From survey window opening date to survey due date—weblinks are sent weekly

  • Between due date and 1 month prior to expiration date—weblinks are sent every two weeks

  • In the last month before expiration date—weblinks are sent weekly

Pausing SMS Weblink Reminders

Clients and PSPs can reply “PAUSE” to their SMS weblink in order to suspend SMS weblink without the clinic needing to update the profile. If they do this, it will automatically update their profile page in Beehive to uncheck the “Text” option for weblink and it will show a message including the date that the SMS weblink was turned off (both summary screen and data entry screen, see screen shots below). Note that if multiple users are sharing a phone number the user can either turn off weblink for EVERYONE using that number or are instructed to contact the clinic if only one or some individuals using the phone number want to suspend SMS weblink. If users want to turn SMS weblink back on in the future, clinic users can do this by updating the client or PSP profile(s).

As noted in the Weblink Description section above, weblinks are automatically distributed and can also be manually re-sent at any time. 

Steps to re-send weblink:

1. Navigate to Client List

2. Select the graph icon for the relevant client to be directed to their client data view page

3. On this page, select the "Resend Survey" button 

4. Select "Client Surveys" or "Primary Support Person Surveys" as appropriate 

Note that if you need to send both, you will need to do this process twice (one for each user-type).

5. Next you will see a page which tells you all of the surveys assigned to the client/PSP

You can re-assign "additional unscheduled" survey bundles at this time if appropriate. Or you can click "next"

6. Next you will see a page which allows you to indicate how the weblink should be sent: email or text? The client/PSP's preferred contact method will be displayed on this screen for your reference.

Note that only contact information that has been entered for the client will show on this screen. If you do not see the right contact information, you will need to edit this in the client's profile.

You can see this process in the video below

If clients run into questions or difficulties while they are using the weblink, there is a way for them to indicate that they need support.

How clients ask for help

1. While on the survey list or while completing a survey, they can select "Ask for help" from the navigation dropdown

2. They will be asked to indicate what they need help with: 1) "I don't understand the question", 2) "I don't know the answer", or 3) "I'm experiencing technical difficulties"

3. After they submit their answer, they will see the message: "We've notified clinic staff. Someone will check in with you during business hours."

You can see this process in the video below.

When clients ask for help using weblink, Beehive will generate a "Client Ask for Help" notification. Click here to learn more about this notification