There may be occasions when, in order to comply with the new COVID protection framework (traffic light system), valid Vaccine Passes are required to host or participate in sports or school events.
Sporty provides a form builder utility that makes it easy to create your own web input forms. You can now include a question field that lets a person add their Vaccine Pass by scanning their QR code or uploading the PDF of the pass they received from the Ministry of Health (MoH).
The web form then performs a live check with the MoH system to verify the Vaccine Pass. The verification response returns the person's name, date of birth, and the expiry date of their pass. These details can be recorded along with the verified status and the date of the check on the person's registration record. Sporty does not store a copy of the persons QR code or Vaccine Pass itself.
A Vaccine Pass can also be verified at a later point in time if it was unavailable at the time of registration. This can be achieved by the registrant following a ‘magic link’ in their registration confirmation email to return to their record, or by an administrator scanning a Vaccine Pass for the person at a later date.
The ability to let people pre-verify their Vaccine Pass at the time they register reduces the need for people to physically scan in at the time of a gathering or event.
- Add vaccine pass question to a form
- Registrations using Superforms
- Registering with a vaccine pass
- Invite registrants to add their vaccine pass details at a later date
- How administrators view information
Add the Vaccine Pass question to a form
You can add the Vaccine Pass question to a new form or edit and add it to an existing form.
Click on the Question type field and from the dropdown list, select System field (for more information question types, please refer to this support article).
On the field beside the Question Type, click on Select, scroll down to the bottom of the drop down list and tick on Vaccine Pass.
Click on Save.
If you would like this field to be mandatory, you can then tick on Required.
You can also set the Vaccine Pass question to display if the person is over a certain age. Currently the age requirement in New Zealand for a Vaccine Pass is 12 years and 3 months. This can be set in the form settings area.
Note: for this setting to work, the Date of Birth field must be set to display on the form.
There is also the ability to check that the Vaccine Pass matches the person registering. This is optional:
If enabled, the system compares the Last Name and the Date of Birth values from the Vaccine Pass compared to the values on the form. If they don't match, an error message is displayed.
Registering with a Vaccine Pass
If the Vaccine Pass question is included on a form, it will display as a button:
As a person clicks on the Vaccine Pass button, they will see two options to input their vaccine pass.
Note: If you are using a computer, it is recommended to Upload PDF since some computer cameras are unable to reliably scan QR codes. If you are using a mobile phone and your Vaccine Pass is stored in your digital wallet, you will need to take a screenshot of it first (before completing the form), then select Upload PDF or Screenshot.
SCAN QR CODE FROM CAMERA
If they have selected to scan the QR code from their computer's camera, they would have to allow camera access on their browser by clicking Allow on the pop up. (This may vary depending on the browser used. This example is using Chrome.)
After allowing the browser camera access, they can then put their QR code (either printed or in their phone) in front of the camera.
Note: If your computer has a back camera and a front camera, it will be using the back camera by default.
UPLOAD PDF OR SCREENSHOT
If a person has clicked to upload a PDF or screenshot, they must select the file or photo from their phone or computer storage. The example below is for a mobile phone.
Once the Vaccine Pass has been uploaded, Sporty verifies it with the MoH system and displays details on screen. It also required the person to confirm their consent to hold the Vaccine Pass details with their record.
How administrators view information
To view a person's Vaccine Pass information, go to the form/database and open their registration (Dashboard > Online Registrations > click on the name of the form).
To view a registration, click on the view (magnifying lens) icon.
The registration will then display with all the information submitted. Beside the Vaccine Pass button, their name and date of birth on the vaccine pass will display.* To view more information, click on the Vaccine Pass button.
Note: You can also edit their registration from this view and add their Vaccine Pass information if you have it available.
The pop-up with a more detailed view of the vaccine pass will display.
To get an overview of who has been verified, you can also view and export your database.
Here's an example of a database export showing what the Vaccine Pass field will look like:
Registrants who have submitted their valid vaccine pass information show as Verified. In this example, the field on the form was set to be Required for those over 12 years old and 3 months only, so the registrant below the age requirement did not need to submit a vaccine pass.
Registrations using Superforms
If your organisation uses a Superform for registrations, the vaccine pass question may have already been added. If your parent organisation has added the vaccine pass question and set it to be non-mandatory, you have the ability to set this to be mandatory. To do this, edit the form and tick on Required then save the form.
Invite registrants to add their vaccine pass details at a later date
If you have added the vaccine pass to a form with existing registrations, you can send a magic link for the registrants to update their information and add their vaccine pass details through SuperCRM. Please refer to this support article for instructions.
If the person has already recorded a vaccine pass then this will be prefilled in the invitations magic link. The vaccine pass details can be seen by clicking the vaccine pass button.