Enter location information - by custom spreadsheet

Who should use this guide

  • Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
  • You have at least one location you want to display to the public on Vaccines.gov.
  • You need to set up or edit your location phone number, website, hours, and other details β€” and want to do so via a custom spreadsheet.
Provider location name and address must be updated through the CDC by the provider’s jurisdiction, or pharmacy network.
​

Login

Login to your COVID Locating Health Provider Portal account at https://covid.locating.health/login.

Setting up your custom spreadsheet file

Jurisdictions reporting inventory through their Immunization Information System (IIS) for all provider locations in their jurisdiction or pharmacies reporting for all locations in their pharmacy chain may generate a file directly from an external tracking system and then upload into the COVID Locating Health Provider Portal.
Your custom file must
  • Match what is outlined in the tables below
  • Contain column headers are required and must match the below table
  • Any field marked as Optional may be left blank

Custom public display location spreadsheet requirements

Public Display

Field Name
Description
Required/ Optional
Format
Organization Name
Name of the organization as entered in the pre-enrollment application
Optional
Free text – 255 character limit
Provider Location Name
Location name for each provider location as entered in the pre-enrollment application
Optional
Free text – 255 character limit
Provider ID
This is a unique identifier created by COVID Locating Health Provider Portal
Optional if VTrckS is present
Vaccines.gov generated alphanumeric unique identifier for each location
VTrckS PIN
This is the unique identifier for each provider location assigned by VTrckS (VTrckS Provider PIN)
Optional if Provider ID is present
3-digit alphanumeric prefix + up to 6-digit PIN.
Examples:
  • β€œALA123456”
  • β€œALA 456”
Street Address
Street number and name
Optional
Address as it appears in the provider agreement.
Address must be in one of the following formats in order to ensure that the system can match to
a proper mailing address and therefore map it properly:
  • "123 Main St"
  • "123 Main St #456"
  • "123 Main St, Suite 7"
  • "123 Main St, Building A"
This is Bad Formatting, and will not be accepted:
  • 123-127 Main St
Street Address 2
Apartment, suite, or building number
Optional
Free text
City
​
Optional
City
(example: "Boston")
State
​
Optional
Two Character State
(example: "MA")
Postal Code
ZIP code
Optional
5 digit, as well as the 9 digit zip code, the following formats are accepted:
  • "02111"
  • "02919-3232"
Display to the Public
Should this location be included in the COVID vaccine search experience on vaccines.gov?
Any locations set to display to the public will show the entered values for In Stock and Supply Level (if entered) for each vaccine. Locations will never display quantity data.
Required – This field will default to no, unless updated by the provider.
Yes, No
Public Display Phone Number
This field will be pre-populated with the location administration phone submitted in either the provider or pharmacy agreement.
If a different phone number should be displayed please enter it here.
Required – if Pre Screen Web Address is not populated
Accepted formats:
  • (555) 555-5555
  • 5555555555
  • 555-555-5555
  • 555-555-5555 ext 5555
Sunday Hours
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Monday Hours
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Tuesday Hours
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Wednesday Hours
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Thursday Hours
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Friday Hours
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Saturday Hours
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Web Address
Provider location URL
Optional
URL

When you are ready to upload your filled in custom inventory spreadsheet

​
➑
Login to your COVID Locating Health Provider Portal account at https://covid.locating.health/login.

​