VaxPlan — Facility Staff Quick-Start

Pin this card next to your workstation. It covers the things

you'll do most days as a facility clerk or in-charge.

1. Sign in

• Open the VaxPlan link your administrator gave you.
• Click Sign in and complete your organisation's login.
• The first time, you'll land on your facility's dashboard

automatically.

• Change your password anytime: click your name (top-right) →

Change password. Forgot it? Use Forgot password? on the

sign-in screen and your admin will help.

2. Add a community (village)

• Sidebar → Facilities → Communities tab → Add Community.
• Your facility is pinned automatically — you can't pick another.
• Enter the name, then set the location: drop a single pin, or

use Draw Polygon Mode to trace the catchment boundary on the map.

• Save. If your boundary overlaps another community, a

Catchment overlap panel appears — click Request harmonization

to flag it and email the other facility's in-charge.

You can add communities, but only coordinators/admins can add a new

health facility — that button won't show for you.

3. Build a quarterly microplan

• Sidebar → Microplans → Routine
• New microplan → pick the quarter and year.
• Tick the villages your facility will serve.
• Confirm the target population (Registered / WorldPop / Manual).
• Confirm the antigens to offer.
• Declare outreach sessions per village per month.
• Save as draft or Submit for approval.

4. Plan the session days (itinerary)

• Open a session → Add Vaccination Session Itinerary Day.
• Enter the lead vaccinator's name, a date at least 7 days ahead,

the target population, and tick at least one community.

• The Calculated Vaccine Supplies panel estimates realistic doses per

antigen (target × doses-per-child × wastage) — ~50 children gives tens of

doses, not thousands.

• If a day won't save, the message names the field to fix.

Tip: From All sessions → calendar, "Plan a session on this day" opens

the New Session form (not the microplan wizard) with the date filled in.

5. Run a session in the field

• Sidebar → Sessions → find today's session.
• Start session (works offline).
• Add client for each child or pregnant woman vaccinated.

- Pick antigens administered; the next-due dose is preselected.

• When done, Mark session done → confirm counts → Submit.
• Sync when you're back in range (cloud icon, top-right).

6. Follow up defaulters

• Sidebar → Coverage → Under-immunised list.
• Click a child to see their history.
• Click Create defaulter follow-up session to schedule outreach.

7. Track stock

• Sidebar → Stock.
• Enter Receipts when supply arrives.
• Issues are auto-recorded when you close a session.
• At month-end, review and submit the Monthly stock summary.

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Daily checklist

• [ ] Open today's sessions before leaving for outreach.
• [ ] Capture clients during the session (offline is fine).
• [ ] Mark session done before packing up.
• [ ] Tap the sync badge (top-right) to sync when back in cellular range.
• [ ] Skim the Under-immunised list weekly for defaulters.
• [ ] Submit the Monthly stock summary on the last working day.

Good to know. When you're online, the app updates on its own

within seconds if anything changes for your facility — no need to

refresh. You only ever see your own facility's data. If a newer

version of the app is published, a banner appears at the top: tap

Reload in the browser, or Download update in the Windows /

Android app, to get the latest features (your data keeps syncing

either way).

Who to call

| Problem | Contact |

| --- | --- |

| My role hasn't been approved | Your district manager |

| Missing villages on my list | Add them yourself (Facilities → Communities → Add Community) |

| Need a new health facility added | Your provincial coordinator or national admin |

| Stock alert / wastage threshold | Your in-charge or district manager |

| Cannot sign in | Your IT focal point |

| App keeps crashing | Open Help → Send feedback (a national admin will see it) |

| Where does the map / population / facility data come from? | Sidebar → Data Sources lists every source and its licence |