Record proof of vaccination for employees

Learn how to store proof of vaccination for your employees in WhosOnLocation. Your organization needs to enable the qualifications management add-on to store documents. 

How it works

Governments around the world are issuing official documentation that certifies peoples' COVID-19 vaccination status. Some countries have digital vaccine passports or certificates; others provide written certification.

If your organization requires proof of vaccination to enter your location, you can store this information for employees using the qualifications management add-on.

Ask each employee to take a screenshot or photo of their vaccine documentation, then send the photo to their location admin, who can upload it as a qualification. 

You can also set up a trigger to know when someone tries to sign in, but they have not provided proof of vaccination. 

This article covers how to:

Sample vaccination passort

Add a new qualification in WhosOnLocation

Before you can upload proof of vaccination, first set up a new qualification in WhosOnLocation. Add the qualification details and choose who the qualification applies to. You need the Qualifications Manager user role to access these settings.

In the example below, we add a new qualification type called vaccine passport. The qualification name is COVID-19 vaccine certificate.

To add a qualification: 

  1. Go to Tools > Qualifications Manager.
  2. Click Create a New Qualification.
  3. In the Qualifications Details tab, select External next to Qualifications Category.
  4. Click Manage next to Qualification Type.
  5. Click Manage Options, then click New Option.
  6. Enter Vaccine passport, click Save, then click Close.

  7. Select Vaccine passport as the Qualifications Category.
  8. Enter a qualification name.
  9. (Optional) Add a description of the qualification.
  10. Select the status: Active or Inactive.
  11. Select the qualification owner.
  12. Click Next.

  13. Choose if the qualification applies to employees, select Yes or No.
  14. If you select Yes, choose if the qualification applies to all employees, employees at select locations, select departments, or select employee role types.
  15. Choose if the qualification applies to contractors, select Yes or No.
  16. If you select Yes, choose if the qualification applies to all contractors, contractors at select locations, select categories and groups, or select contact role types.
  17. Click Save.


Record an employee's proof of vaccination

Once you have a copy of the employee's document, upload it to their profile. You need the Administrator user role to access these settings.

To upload the document: 

  1. Go to Locations, then select a location from the drop-down list.
  2. Select Employees.
  3. Find the employee, then click View next to their name.
  4. Select Employee Qualifications from the menu on the left.
  5. Click Add Qualification.
  6. Select Vaccine passport as the type.
  7. Choose COVID-19 vaccine passport as the qualification.
  8. Enter the reference number (if there is one).
  9. Select the valid to and from dates.
  10. Click Save & Next.

  11. Click Select File, then upload the file from your computer.
  12. Click Save & Close.


Add a trigger to deny access when an employee has not provided proof of vaccination

The example below shows how to set up a trigger that fires when an employee tries to sign in without the required qualification. It will display a deny access notification on the kiosk and send an email to the designated employees. 

To set up the trigger: 

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click Create a New Trigger.


Trigger Details tab

  1. Enter the trigger name.
  2. Select Active next to the Trigger Status.
  3. Under Trigger Event, select Employee Sign In.
  4. Click Next.


Trigger Rules tab

  1. Click Create a New Rule.
  2. Select the Employee - Does not have the Qualification rule.
  3. Select Is the Following as the rule condition. 
  4. Select COVID-19 passport.
  5. Click Next.


Trigger Actions tab

  1. Click Create a New Action.
  2. Select Deny Access - Deny Access to a Person.
  3. Select Red as the pop-up style.
  4. Enter the title and message. This message will display when the employee tries to sign in.
  5. Click Create a New Action.
  6. Select Notification: Send an Email as the action.
  7. Select Employees as the recipient.
  8. Select Selected Role Types.
  9. Select Health & Safety.
  10. Enter the subject and message. Use the placeholders to make the information in the message dynamic.
  11. Click Save & Close.


The employee will see the following message when they sign in:


Employees with the Health & Safety role will receive the following email: 


Next step: Use qualifications reporting to see which employees have not yet provided proof of vaccination.