Use custom fields to record the vaccination status of employees or contractors

Use custom fields to include the vaccination status of your employees or contractors in their profiles. This information is visible in Sign In/Out Manager and in the People Presence report. 

How to use custom fields 

With the custom fields add-on, you can add fields to your employee and contractor profiles that capture information that's specific to your organization. These fields can be used for any type of record, including vaccination status. 

Choose from a range of field types. Note that document upload is not available with custom fields, you'll need to use the Qualification Management add-on to store documents:

Once proof of vaccination has been provided, an employee with the Administrator and/or Contractor Manager user role can complete the custom vaccination fields.

Custom fields are accessible to anyone with the following roles:

  • Administrators can view and edit the fields in employee profiles
  • Contractor Managers can view and edit the fields in contractor profiles
  • Sign In/Out Managers can view the information by displaying these columns in Sign In/Out Manager
  • Report Managers can view the information in the People Presence report

This article covers:

Add custom vaccination fields in your employee profiles

In the example below, a new tab and two options fields are added to employee profiles. You need the Account Owner user role to add employee custom fields.

Add custom fields or tabs

  1. Go to Tools > Account.
  2. Select Employee Custom Fields in the left-hand menu. 
  3. Click Add Tab.
  4. Add the tab name 'Vaccination status', then click the checkmark to save.
  5. Under Field Types, drag Options into the Vaccination status tab. 
  6. Add the field description 'COVID-19 vaccination', add 'Yes and 'No' as the options, then choose if it is a mandatory field and click Save
  7. (Optional) Add any other relevant fields. 
  8. Under Field Types, drag Options into the Vaccination status tab. 
  9. Add the field description 'Proof of vaccination provided', add 'Yes and 'No' as the options, then choose if it is a mandatory field and click Save
  10. Click Save Changes, then click OK to confirm.

    Employee-Custom-Fields-Vaccination-Tab.png

Update the custom fields in an employee profile

You need the Administrator user role to update employee profiles. The example below assumes that the employee's proof of vaccination has already been uploaded as a qualification.

  1. Go to Locations, then select the location from the drop-down menu.
  2. Select Employees.
  3. In the Employee List tab, find the relevant employee, then click View
  4. Select Employee Qualifications to check their vaccination status. 
  5. Select Employee Profile, then select the Vaccination status tab. 
  6. Complete the two vaccination custom fields. 
  7. Click Save & Close.

    Employee-Profile-Vaccination-Tab.jpg
If you would like to update these fields for multiple employees, export your employee list then update the fields in the spreadsheet. The exported employee list will show if they have a valid vaccination record but it will not show if a document has been uploaded.

Add custom vaccination fields in your contractor profiles

In the example below, a new tab and two option fields are added to contractor profiles. Once the custom fields add-on is enabled, you need the Contractor Manager user role to add custom fields.

Add custom fields or tabs

  1. Go to Tools > Contractor Manager.
  2. Select Custom Fields in the left-hand menu. 
  3. Select the Member Custom Fields tab.
  4. Click Add Tab.
  5. Add the tab name 'Vaccination status', then click the checkmark to save.
  6. Under Field Types, drag Options into the Vaccination status tab. 
  7. Add the field description 'COVID-19 vaccination', add 'Yes and 'No' as the options, then choose if it is a mandatory field and click Save
  8. (Optional) Add any other relevant fields. 
  9. Under Field Types, drag Options into the Vaccination status tab. 
  10. Add the field description 'Proof of vaccination provided', add 'Yes and 'No' as the options, then choose if it is a mandatory field and click Save
  11. Click Save Changes, then click OK to confirm.

    Member-Custom-Fields-Vaccination-Tab.png

Update the custom fields in a contractor profile

The example below assumes that the contractor's proof of vaccination has already been uploaded as a qualification.

  1. Go to Tools > Contractor Manager.
  2. Select Members in the left-hand menu. 
  3. Find the relevant contractor, then click View
  4. Select Qualifications to check their vaccination status. 
  5. Select Profile Information, then select the Vaccination status tab. 
  6. Complete the two vaccination custom fields. 
  7. Click Save & Close.

    Member-Vaccination-Tab.png
If you would like to update these fields for multiple contractors, export your member list then update the fields in the spreadsheet. The exported list will show if they have a valid vaccination record but it will not show if a document has been uploaded.

View custom fields in Sign In/Out Manager

You need the Sign In/Out Manager user role to access Sign In/Out Manager. 

  1. Go to Tools > Sign In/Out Manager.
  2. Select the Contractors or Employees tab.
  3. Click View Columns, click the Vaccination status tab, then select the custom fields you'd like to display in Sign In/Out Manager. 

    SIOM-Vaccination-Fields.png

The employee vaccination custom fields will now display in Sign In/Out Manager. The front-of-house staff can check this information before signing in an employee. 

SIOM-Vaccination-Record.png

View custom fields in the People Presence report

You need the Reports Manager user role to access reports. 

  1. Go to Reporting > People Presence
  2. Select the data source: Employees or Contractors
  3. Update any other filters, then click View Report.
  4. Click View Columns.
  5. Click the arrow on the right to expand the custom fields view options.
  6. Select the fields you'd like to view.

    People-Presence-Custom-Fields.png

The employee vaccination custom fields will now display in the report.

People-Presence-Custom-Fields-View.png