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Setting up VaxTrack

Manage and centralise vaccination status of staff

VaxTrack is a completely customisable HR workflow that automates how you collect vaccination information across your workforce to inform rostering, reporting and more.

Create new Qualifications & Licenses

1. Go into Core HR > Account Data > Qualifications & License > Create New
(If you don’t see this option go to Settings > Company Settings > Core HR  and make sure that ‘Do your roles require any specific qualification & licences?‘ is set to ‘Yes‘)

2. Enter the details as per the table below

ID You can use the automatically generated ID number or enter your own if you like
Name This will be based on how many and what qualifications you decide you need e.g. Proof of Vaccination, Vaccination 1st dose, Vaccination 2nd dose, COVID-Test results.
Qualification & License icon Leave blank. You can add an image but this is not required.
Qualification or licence number Leave un-ticked. You can tick this if you want staff to enter the Vaccination ID
A valid from date Leave ticked.
An expiry date Leave un-ticked. You can tick this if you want the vaccination to have an expiry date i.e. when a booster might be required.
Does a copy need to be provided as proof? No. You can select yes if you want staff to upload proof of their vaccination.
Classify a breach as? Set to either Critical or Low. Depending on how your manager permissions are configured this will either; Warn, notify or block a manager from rostering on an employee to a shift without proof of vaccination.


Link existing roles to Qualification & License

Now you need to link the new qualification that you have created to a role that requires the management of staff vaccination status. Not all roles may need this requirement so this configuration needs to be completed for the applicable roles.

1. Go into Core HR > Organisation structure > Roles > Edit

2. Find the new qualification(s) that you created, and tick

3. Repeat step 1 and 2 for the other roles that require a vaccination


Create new Vaccination Doses Option Set

1. Go into Core HR > Account Data > Option Sets > Create New
(If you don’t see this option go to Settings > Manager Permissions > Edit > Core HR  and make sure that ‘Configure option sets’ is set to ‘Yes’)

2. Enter the details as per below and click create. Your organisation may require additional items that are not listed here (i.e. Medically Exempt, Personal Choice etc.) add as many as required.


Create new Vaccination Status Option Set

1. Go into Core HR > Account Data > Option Sets > Create New

2. Enter the details as per below and click create


Create new Vaccination Doses object

1. Go into Core HR > Account Data > Objects > Create New
(If you don’t see this option go to Settings > Manager Permissions > Edit > Core HR  and make sure that ‘Configure objects’ is set to ‘Yes’)

2. Enter the details as per below and click create


Create new Vaccination Status object

1. Go into Core HR > Account Data > Objects > Create New

2. Enter the details as per below and click create


Create new Workflow template

1. Go into Onboarding and Workflows > Workflow templates > Create New

2. Enter the details as per below and click create


Create and configure the workflow stages

We recommended you refer to the Building workflow templates support article for more details on creating a workflow template.

1. Create the stages that you require as part of your workflow. We’ve included an example of some of the stages you need below. We recommend that you create at least one stage for staff to provide their vaccination details and one stage for somebody to confirm the validity of the information provided. In the example below these are the Update my COVID-19 vaccine details stage and the Confirm vaccination details stage.

2. The Update my COVID-19 vaccine details stage is totally customisable – you can add whatever graphics and content you would like. We’ve included an example below for your reference.

3. For the Confirm vaccination details stage, you might like to add various content to capture and display the below information for review.

4. Given that vaccination certificates may count as health information in your jurisdiction, you might like to consider what extra level of privacy/security to include. A sample Privacy Collection Notice that you can include is provided below. This collection notice is a template only. Each Employer should consider adapting the collection notice to their specific circumstances. We recommend where practical that the Employer has the completed collection notice reviewed by an independent legal advisor.

 

PRIVACY COLLECTION NOTICE
This Privacy Collection Notice describes how [insert employer’s entity name] trading as [business name] (we, us or our) collect and handle your personal information when you provide your COVID-19 vaccination records to us. We collect personal information from you so that we can collate this data and plan our workforce in compliance with our work, health and safety requirements and in accordance with our legal requirements [any additional purposes should be added].

We may disclose this personal information to third parties, including Marvel Internet Group Pty Ltd t/as Ento, when we use their VaxTrack tool to store and view your vaccination record. You can view Ento’s Privacy Policy here: [insert URL].

We store personal information in Australia/ We may store personal information overseas[, including in, [insert countries]. Where we disclose your personal information to the third parties listed above, these third parties may also store, transfer or access personal information outside of Australia.

You can choose not to provide your COVID-19 vaccination record to us. Please contact us to discuss any impacts that not disclosing your COVID-19 vaccination record may have on you, based on any applicable government or company mandates.

If you have questions about our privacy practices, please contact us at [insert client email address]. By providing your personal information to us, you agree to the collection, use, storage and disclosure of that information as described in this privacy collection notice.

 

Configure the VaxTrack report

1. Go into Add ons and find and click the VaxTrack

2. Configure the add on by selecting the custom object you created, and adding the qualification(s) that you created

NB: Make sure you have linked the roles to the qualifications as this is required for the report to work. At least the Primary Role needs to be linked.

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