Let’s Get Started: Step-by-Step

1. Turn on Vaccine Tracking in Setup

1. Open ChildFriendly and go to the Setup module.

2. In Setup, click Configuration.

3. Scroll down the Configuration page until you find Vaccine Tracking.

   

4. Check that Vaccine Tracking is enabled if you need to track specific vaccines, doses, and ages.

   • Leave it disabled only if your province or state just needs you to record whether a child is “up-to-date” or not, without tracking each vaccine and dose.

   

2. Choose Which Vaccines You Want to Track

1. Still in Setup, make sure your center is selected.

   

2. Click Custom.

3. In Custom, click Health to open the health-related settings.

   

4. Find the Immunization section.

5. To quickly add common early childhood vaccines, click Load Defaults.

   • This loads typical early childhood vaccines that are often required in many regions.

   

6. Review the loaded vaccines carefully and adjust them to match your region’s requirements.

3. Edit Vaccine Details and Doses

1. In the Immunization section, expand a vaccine to edit it.

   

2. To change the number of doses for that vaccine:

   • Add a dose if more doses are required.

   

• Remove a dose if it is not required.

1. For each dose, update the number of months (the child’s age in months) when that dose is required, if needed.

2. To add a brand-new vaccine that is not in the list, click New.

   

4. View a Child’s Immunization Status

1. Go to the Family module.

2. Select a child’s profile to open it.

3. In the child’s profile, scroll down until you see the Immunization section.

4. Look at the status shown for the child (for example, overdue).

5. Expand the Immunization section to see each vaccine being tracked for that child.

   

6. For each dose, you can:

   • Attach a dose file (proof of vaccination).

   

• Enter or adjust the date given for the dose.

• Create an exemption for the child and attach the exemption file, if applicable.

1. When you enter the date given for a required dose:

   • The system updates the status so the child is no longer overdue for that dose.

   • If proof has not yet been attached, the record may still show as red because information is missing.

   

2. Attach proof for each required dose so the child’s record is fully complete and no longer flagged as missing information.

5. How Parents Provide Vaccine Information During Registration

1. When a parent registers their child through the online parent portal, they are required to:

   • Enter vaccine information.

   • Upload the applicable vaccine documents, based on the child’s date of birth.

2. This makes it easier to collect vaccine information during onboarding, since families provide it directly.

3. To check onboarding status:

   • Go to the dashboard.

• Open the Onboarding screen.

1. On the Onboarding screen, check that the licensing information item is checked off for each family.

   • When it is checked, it means all licensing information, including required vaccine tracking details, is complete.

2. You can click into the child’s profile from here if you want to double-check their vaccine details.

6. Check Which Vaccines Are Coming Due with Expiries

1. Go to the Expiries tab to see upcoming and due items.

   

2. Choose the time period you want to review (for example, the following month).

   

3. Use the filter to select Immunizations so you only see vaccine-related expiries.

   

4. Review the list of children who have doses due in that period.

5. You do not need to email parents manually if you don’t want to:

   • The system automatically emails parents about 30 days before a dose is due.

   • The email reminds them that a dose is coming due and that they need to complete it and record it in ChildFriendly.

6. Until parents update the information, you can still use this Expiries view to see who is outstanding or coming due in any specific time range.

7. Run an Audit-Ready Vaccine Status Report

1. Go to Reports.

2. In the Reports section, open the Safety Reports area.

3. Click Vaccine Status to open the vaccine report.

   

4. Use the record status filter to choose what you want to see (for example: complete, upcoming, overdue, exempt, alternative, or missing information).

   • For example, select everyone who is overdue or has missing information.

   

5. Optionally, select a specific vaccine, or leave that blank if you want to see all vaccines.

   

6. Choose the student status you want to include (for example, all students who are current at your center as of today).

7. If needed, filter by groups or search for a specific student.

8. Click Apply to run the report.

   

9. Review the report, which shows:

   • Each child.

   • Date of birth.

   • Specific vaccines required.

   • Status (for example, overdue).

   • Whether a physical file is on record.

   • Any exemption on file.

   • Parent or guardian name.

   • Guardian phone number.

   • Guardian email.

10. Use this report for:

    • Health officer audits (it includes the information they typically require).

    • Your own internal checks to make sure everything is up to date.

8. Configure Automatic Expiry Reminder Timing

1. Go into your settings.

2. Scroll down to find the one-time configuration section near the bottom.

3. In this section, look for the expiry reminder schedule.

4. Expand the expiry reminder schedule section.

   

5. Under the Vaccination section, choose:

   • When you want families to be notified of upcoming vaccines.

   • When you, as an administrator, should also receive notifications.

9. Turn On Your Own Vaccine Notifications

1. Open your settings again if you are not already there.

2. Go to your profile settings.

3. Open the Notifications section.

   

4. Make sure your vaccine push notifications and in-app notifications are toggled on so you receive alerts when vaccines are coming due or need attention.

10. You’re All Set

Once you’ve enabled vaccine tracking, set up your vaccines, and turned on reminders, ChildFriendly will help you and your families stay on top of every child’s immunizations. You’re all set!