Record proof of vaccination for contractors

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 contractors using the certifications management add-on. 

Ask each contractor to take a screenshot or photo of their vaccine record, then either upload it in the Contractor Portal or email the photo to an admin who can upload it as a certification.

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:

• Add a new certification in OnLocation
• Add a vaccine record for a member in OnLocation
• Contractor member uploads their vaccine record in the Contractor Portal
• Add a trigger to deny access when a contractor has not provided proof of vaccination

Add a new certification in OnLocation

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

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

To add a certification: 

1. Go to Tools > Certifications Manager.
2. Click Create a New Certification.
3. In the Certifications Details tab, select External next to Certifications Category.
4. Click Manage next to Certification Type.
5. Click Manage Options, then click New Option.
6. Enter Vaccine passport, click Save, then click Close.
7. Select Vaccine passport as the Certifications Category.
8. Enter a certification name.
9. (Optional) Add a description of the certification.
10. Select the status: Active or Inactive.
11. Select the certification owner.
12. Click Next.
13. Choose if the certification applies to employees, select Yes or No.
14. If you select Yes, choose if the certification applies to all employees, employees at select locations, select departments, or select employee role types.
15. Choose if the certification applies to contractors, select Yes or No.
16. If you select Yes, choose if the certification applies to all contractors, contractors at select locations, select categories and groups, or select contact role types.
17. Click Save.

Record a contractor’s proof of vaccination

There are two ways you can record contractor documents:

• An employee with the Contractor Manager user role uploads it in a member’s profile in OnLocation.
• The contractor uploads it in the Contractor Portal. They will need a login and permission to edit the certifications fields. 

Add it for a member in OnLocation

You need the Contractor Manager user role to add a certification to a member profile.

1. Go to Tools > Contractor Manager.
2. Select Members from the menu on the left.
3. Find the contractor, then click View next to their name.
4. Select Certifications from the menu on the left.
5. Click Add Certification.
6. Select Vaccine passport as the type.
7. Choose COVID-19 vaccine passport as the certification.
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.

Member uploads it in the Contractor Portal

1. Log in to the Contractor Portal.
2. Select Members from the menu on the left.
3. Find their name in the member list, then click Edit.
4. Select the Certifications tab.
5. Click Add Certification.
6. Select Vaccine passport as the type.
7. Choose COVID-19 vaccine passport as the certification.
8. Enter the reference number (if there is one).
9. Select the valid to and from dates.
10. Click Save.
11. Click the document icon.
12. Click Add Document, then upload the file from your device.
13. Click Return, then click Close to return to the member list.

Employees with the Contractor Manager user role will receive an email notification letting them know that a contractor has updated their certification record.

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

The example below shows how to set up a trigger that fires when a contractor tries to sign in without the required certification. It will display a deny access notification on the kiosk and email employees with the Health & Safety role. 

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 Contractor Sign In.
4. Click Next.

Trigger Rules tab

1. Click Create a New Rule.
2. Select the Contractor - Does not have the Certification 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 contractor 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.