The Who, What, When, Where, Why and How of Tracking Employee Vaccinations

The Who, What, When, Where, Why and How of Tracking Employee Vaccinations featured image

The materials contained in this blog post are provided for your convenience. Any individual and/or organization should consult with legal counsel before taking any actions and should not consider the materials to be legal or other advice.


The Employer Role in Tracking Vaccinations

One year later and the light at the end of the pandemic tunnel seems to finally be appearing. But that doesn’t mean we stop now.

Employees, employers, and communities have managed to switch to 100% remote work, adjust to new and changing sick leave and isolation policies, and much more. Vaccine rollout is underway and while we’ve seen ample content on vaccine distribution, how does tracking employee vaccinations come into play?

At the end of this blog, we provide a free SAP SuccessFactors Vaccine Tracking Configuration Guide to kickstart your vaccine tracking program. Click here to jump to the guide


Need to act fast on vaccine tracking but not sure where to start? Watch our on-demand webinar where we discuss Your Role in Managing COVID-19 Vaccines in the Workplace: Meeting Employer Requirements for Tracking


Who’s Doing What?

This year, employers have been challenged in more ways than one…but the largest undertaking has no doubt been providing employees with mental health support and COVID-19 resources.

As vaccinations have commenced around the world, employers have been working hand-in-hand with governments to not only distribute vaccines but advocate and champion for the process in order to keep as many people safe as possible.


The “When” Depends on the “Where”

The quick answer to “when?” is right now…but it’s not that easy. Although employers may want to begin planning for vaccine tracking, there are other limiting factors. Different cities, states and even countries have implemented their own sets of rules for this process, and many have different vaccine availabilities or other logistical considerations.

While you may have to wait for the official green light, here are some things you can do now:

  1. Map out the prioritization of your employees (by age, exposure, job requirements, etc.)
  2. Account for regional and unexpected scenarios (vaccine supply, government requirements, delays)

Being ahead of schedule in this regard can ensure that when your geography is ready to roll out vaccines, you will be quick to act. In turn, this allows the overall rate of vaccination to increase, making it safer for employees to go back to their office spaces sooner.


How has this newfound corporate social responsibility affected 2021 workplace trends? Find out in our blog 2021 Payroll Trends: Agility, Security, and an Improved Employee Experience


Why Tracking Vaccinations is Important for Employers

Tracking employee vaccinations and collecting data will likely be voluntary but doing so can go a long way in protecting employees. The US Center for Disease Control (CDC) website summarizes the benefits pretty well:

  • Keep the workforce healthy by preventing employees from getting COVID-19
  • Reduce absences and doctor visits due to illness
  • Improve productivity
  • Improve morale
  • Increase confidence in returning to work
  • Prevent COVID-19 illness


Has your company struggled with managing payroll because of pandemic-induced changes to pay laws? Learn How Inland Empire Health Plan (IEHP) Supported a Quickly Growing Workforce Through Pandemic and Beyond with WorkForce Software


How to Track Vaccines as an Employer

Tracking employee vaccinations can play a prominent role in your company’s ability to send employees back into the workplace. Below, we’ve broken down some of the key steps to help you get there:

  1. Before taking any action, consult with your legal council on data privacy and how to approach your strategy in a secure way
  2. Identify your biggest risks (frontline workers, employee reluctance, urgency, regions, staffing variability due to side-effects, etc.)
  3. Outline your method of tracking employee vaccinations and ensure your company has to IT infrastructure to support such data
  4. Provide employees with good information to make informed decisions and mitigate vaccine hesitancy
  5. Build a clear communication plan to keep everyone in the loop

Remember, these are just some of the key steps you will need to take. Depending on the industry you’re in, you might need to think about things like offering the vaccine on site at your workplace versus off-site in the community.

Also consider the importance of data integrity, privacy, and security when planning your approach and strategy.


Has your company struggled with rehiring talent during the pandemic? Snatch some tips tricks, and a free Candidate Relationship Management configuration guide in our COVID-19 Recruiting Toolkit


Rizing’s COVID-19 Vaccination Portlet

In an effort to help track important COVID-19 data in the beginning of the pandemic, we created a free SAP SuccessFactors COVID-19 configuration guide to help track cases of COVID-19 among employees in your company.

Now, we want to reassure you that we remain committed to ensuring your success by providing another free configuration guide you can use for tacking employee vaccinations. This solution offers support for:

  • Building a custom data framework to track different vaccine types
  • Adding vaccination data (from type, to dates, to dosages) and add to an employee profile
  • Uploading vaccine certification attachments
  • Evaluating and managing individual risk on the job with EC Advanced Reporting
  • Protecting health-related data with role-based permissions


You can view the configuration instructions below or download your own copy here.



We’re here for you – no request is too big or too small. If you don’t have the in-house ability to complete the configuration, don’t hesitate to contact us here.