This optional feature automates collecting vaccination record information from your employees.  You must be a Worksphere admin to enable this feature and to view employee vaccination records. 

When enabled, our vaccine record management feature enables you to: 

  1. Invite your employees to attest to their vaccination status and final vaccination date. 
  2. Optionally ask employees to upload an image of their CDC Vaccination Record Card. 
  3. Optionally turn off daily wellness surveys for employees that are fully immunized (2 weeks past their final vaccination dose).  

Employee Vaccination Record Collection

  1. Navigate to the Settings Page.
  2. Go to the "Wellness" tab. Scroll down to "Vaccine Records"
  3. Vaccine Records (Self-Attestation): Switch the toggle to the right of "Vaccine Records" to the ON position. You will see a message pop up in the bottom left of your screen indicating Vaccine Records are enabled.
  4. Vaccinated Employees: If you would like to stop sending wellness surveys to fully vaccinated employees 2 weeks after their final vaccine dose switch the toggle to the right of "Vaccinated Employees" to the ON position. If this is kept off vaccinated employees will receive surveys if they are enabled for your office location. 
  5. Vaccine Cards: If you want to require employees submit visual proof of vaccination switch the toggle to the right of "Vaccination Cards" to the ON position. You will see a message pop up in the bottom left of your screen indicating Vaccine Records are required. This is optional.   

Admin Vaccination Record Upload 

If you already have a record of vaccination status for all or some of your employee group, you can bulk upload this information via CSV upload with the employee record. See instructions below for how to upload employee vaccine information with first-time import or if you already have employees uploaded into the system.

OPTION 1: If you already have employees in the system:

  1. After you have enabled Vaccine Record Collection (above) navigate to your 'Employee' page and export your employee list.
  2. Open the downloaded CSV, and fill in column P 'Fully Vaccinated' and column Q 'Vaccination Date'.
    • Fully Vaccinated entry must be "yes" or "no". If vaccination status is unknown leave this column blank.
    • Vaccination Date entry should follow M/D/YY format
    • Vaccination Cards cannot be bulk uploaded. You can upload the image files manually from the employee record. Once these are uploaded this column will have a TRUE/FALSE entry. 

  3. Save the file. Click the 'Import Employees' link at the top of the employees page. Follow the instructions to upload your file.  

OPTION 2: If you are uploading employees for the first time  

  1. Follow instructions in Adding Employees to upload employees by CSV.
  2. Follow instructions in Step 2 above for filling in the Vaccinated column. 


Employee experience: 

1. When employees log in they will see a prompt at the top of their dashboard to complete their vaccination record. They can dismiss this prompt by clicking the 'X' at the top right. If they want to come back to enter this information later, they can access this in Settings under the Wellness tab.
2. When employee clicks 'Continue' it will bring them to a secure portal where they can input information about their vaccination status and final dose date. If you have turned on the feature to collect the Vaccination Record Card, they will also be able to upload images of their vaccination cards.
 

3. Once the employee clicks 'Submit' this information is recorded in their Employee Record. Admins can access employee records from the 'Employees' page to make edits or changes. 

FAQ

  • Are COVID-19 vaccines safe for my employees? The FDA makes the final determination if a vaccine is safe for use in the United States.  They have established rigorous standards for COVID-19 vaccine development. You can read more about vaccine safety and monitoring from the Centers for Disease Control and Prevention (CDC).

  • Can employees self-attest without uploading their vaccination card? Vaccination Record Card upload is an optional step that is determined on a company level. You can choose not to request Vaccination Record Cards from your employees.

  • Do I have to use this feature? No, this is a fully optional feature and it is set OFF by default. You have to take action to turn this feature on for your employees. 

  • Can I still collect this information if I want vaccines to be optional? Yes, you can turn on vaccine tracking for your workplace in Worksphere for all employees. This will not force employees to report their vaccination status in order to use Worksphere.

  • How does Worksphere keep vaccine information private? The security of your employee data security is our top priority. Worksphere meets all state regulations for personal data security. You can read more about our data security standards here. Access to employee vaccination records is limited to admin users only in the system. No other employees will have access to view vaccine status.