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Proof of vaccination and COVID-19 test results for employees

How to enable, review, and export employee proof of vaccination and COVID-19 test results, and how to let employees skip the questionnaire.

Overview

Envoy can collect two types of health documents from employees: proof of vaccination and COVID-19 test results. Both are legacy features still available in our workplace product.

🚨 Important note: Proof of vaccination and test result documents are available worldwide, with the exception of China, Russia, and India.

Proof of vaccination

Proof of vaccination lets employees submit proof of vaccination for a global admin to approve. Once approved, employees do not have to complete the questionnaire each time they are scheduled to visit the workplace.

Enable proof of vaccination

Admin note: Location admins can enable this feature, but only global admins can view and approve documents.

  1. Navigate to Workplace > Settings > Employees.

  2. Scroll down to the Documents section and toggle on Enable proof of vaccination documents.

  3. Click Confirm to acknowledge the Notice and Disclaimer.

Reset proof of vaccination submissions

Admins can reset employee vaccination documents so employees can resubmit their proof of vaccination, including proof of a booster.

  1. Navigate to Workplace > Settings > Employees.

  2. Scroll down to the Documents section and, under Enable proof of vaccination documents, click into the date field and select a new date.

    Note: The upload date is the date an employee uploaded their proof of vaccination. Vaccination documents uploaded before the date you choose will be reset, allowing employees to re-upload their documents to include boosters.

  3. Click Reset approval status.

  4. Click Reset to acknowledge the Notice and Disclaimer.

Review proof of vaccination documents

  1. Navigate to Employee directory > All employees.

  2. Filter for employees by vaccine document status: approved, denied, pending review, or not submitted.

  3. To review pending documents, click Review all pending documents next to Export, or select pending review from the drop-down. If there are no documents to review, the button is greyed out.

  4. After reviewing a document, approve or deny it using the buttons at the top of the page.

Scan employee QR code proof of vaccination (California only)

  1. Navigate to Employee directory > All employees to review documents.

  2. Scan the QR code with your mobile phone using the SMART Health Card Verifier app:

  3. After reviewing the document, approve or deny it using the buttons at the top of the page.

Note: You need this app in order to scan the QR code.

Export proof of vaccination

  1. Go to Employee directory.

  2. Click Export at the top left.

  3. The exported CSV includes a Vaccine status column.

COVID-19 test results

Capturing test results allows employees to submit COVID-19 test results for an admin to review.

Enable test result documents

  1. Navigate to Workplace > Settings > Employees.

  2. Scroll down to the Documents section and toggle on Enable test result documents.

  3. Click Confirm to acknowledge the Notice and Disclaimer.

Note: You can set how many days a test result is valid for before it expires under Workplace > Settings > Employees. For example, if you set the approval time to 7 days and a test is submitted on Oct 3, the employee is prompted in the app on Oct 9 to submit a new test result.

Once approval expires, the employee is prompted in the app to submit the latest test results. If an admin approves a test result after the approval date, the employee is still prompted to resubmit.

Allow employees to skip the questionnaire

If your workplace uses the employee questionnaire, you can let employees bypass it when they have an approved proof of vaccination or a recent negative test result on file.

  1. Navigate to Workplace > Settings > Employees.

  2. Find Employee reservations & auto check-in and click Edit.

  3. Under Employee registration, click Advanced Settings.

  4. Toggle on either option, depending on which document you collect:

    • Allow employees to skip the questionnaire if they are vaccinated: employees can bypass the questionnaire if their proof of vaccination is uploaded and approved.

    • Allow employees to skip the questionnaire if they have a negative test result: employees can bypass the questionnaire while their uploaded test result is negative and still within the validity window.

Notes

  • If an employee's submission is denied, they can resubmit.

  • If you deny a submission by mistake, click Reset next to the Deny button, then re-approve.

  • Proof of vaccination review requires app version 4.7.0 or above. Employees need the correct app version to use this feature.

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