How it works
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 alert you when someone tries to sign in but has 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.
The example below adds a new certification type called a vaccine passport. The certification name is COVID-19 vaccine certificate.
To add a certification:
- Go to Tools > Certifications Manager.
- Click Create a New Certification.
- In the Certifications Details tab, select External next to Certifications Category.
- Click Manage next to Certification Type.
- Click Manage Options, then click New Option.
- Enter Vaccine passport, click Save, then click Close.
- Select Vaccine passport as the Certifications Category.
- Enter a certification name.
- (Optional) Add a description of the certification.
- Select the status: Active or Inactive.
- Select the certification owner.
- Click Next.
- Choose if the certification applies to employees, select Yes or No.
- If you select Yes, choose if the certification applies to all employees, employees at select locations, select departments, or select employee role types.
- Choose if the certification applies to contractors, select Yes or No.
- 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.
- 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 to a member’s profile in OnLocation.
- The contractor uploads it to 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.
- Go to Tools > Contractor Manager.
- Select Members from the menu on the left.
- Find the contractor, then click View next to their name.
- Select Certifications from the menu on the left.
- Click Add Certification.
- Select Vaccine passport as the type.
- Choose COVID-19 vaccine passport as the certification.
- Enter the reference number (if there is one).
- Select the valid to and from dates.
- Click Save & Next.
- Click Select File, then upload the file from your computer.
- Click Save & Close.
Member uploads it in the Contractor Portal
- Log in to the Contractor Portal.
- Select Members from the menu on the left.
- Find their name in the member list, then click Edit.
- Select the Certifications tab.
- Click Add Certification.
- Select Vaccine passport as the type.
- Choose COVID-19 vaccine passport as the certification.
- Enter the reference number (if there is one).
- Select the valid to and from dates.
- Click Save.
- Click the document icon.
- Click Add Document, then upload the file from your device.
- 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:
- Go to Locations, then select the location from the drop-down list.
- Select Triggers.
- Click Create a New Trigger.
Trigger Details tab
- Enter the trigger name.
- Select Active next to the Trigger Status.
- Under Trigger Event, select Contractor Sign In.
- Click Next.
Trigger Rules tab
- Click Create a New Rule.
- Select the Contractor - Does not have the Certification rule.
- Select Is the Following as the rule condition.
- Select COVID-19 passport.
- Click Next.
Trigger Actions tab
- Click Create a New Action.
- Select Deny Access - Deny Access to a Person.
- Select Red as the pop-up style.
- Enter the title and message. This message will display when the contractor tries to sign in.
- Click Create a New Action.
- Select Notification: Send an Email as the action.
- Select Employees as the recipient.
- Select Selected Role Types.
- Select Health & Safety.
- Enter the subject and message. Use the placeholders to make the information in the message dynamic.
- Click Save & Close.