Enter COVID-19 vaccine inventory - by file upload
Who should use this guide
Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
Providers and jurisdictions that have already set up COVID-19 vaccines that will be available at your location(s).
Providers and jurisdictions that are ready to log COVID-19 vaccine inventory and to upload data using the provided template.
Remember to update your inventory monthly
As a provider administering COVID-19 vaccines, you are required to update your inventory monthly.
If a location is set to display to the public, it is extra important to keep inventory up to date so it continues to show correctly on Vaccines.gov!
If your inventory hasn't been updated in over 29 days, it will no longer display in search results on Vaccines.gov.
Login
Login to your COVID Locating Health Provider Portal account at https://covid.locating.health/login.
Visit login instructions for help.
Entering your inventory
➡️ Select the COVID-19 Vaccines
link in the header and then the Upload File
tab in the blue header.
COVID-19 Vaccines
link in the header and then the Upload File
tab in the blue header.➡️ Download an inventory spreadsheet
The first time you visit this page to upload your inventory, you will only have the Blank template
option to select.
After your first inventory upload, you will have the option to choose the Blank template
or Your most recent file
. Either can be used to update and submit new vaccine stock status.
About the Blank template
Blank template
The file name will use your organization and date
your_organization_YYYY-MM-DD.csv
.The file will pre-populate with all the locations and NDCs for your organization. Any new locations added after provider setup will automatically appear in the template files.
The Quantity column has <Enter Quantity> for each NDC and location.
The
In Stock
column starts with<Enter Yes or No>
for each NDC and location.
About the Your most recent file
template
Your most recent file
templateThe file name will be
vaccine-inventory_YYYY-MM-DD.csv.
The file will come with all location data pre-filled, including any NDC selected during provider setup or added through the manual form. The file will have your last reported inventory prefilled in the
Quantity
column.
➡️ Fill out the Quantity
column with the number of doses you have on hand at the end of that day
Quantity
column with the number of doses you have on hand at the end of that dayField | Details | Acceptable values |
Quantity |
|
|
In Stock | If you want to report quantity but want the vaccine to show as If you leave blank or
|
|
Supply Level | Choose the option that best describes how long you expect your supply to last. This should be some expectation of how likely the vaccine is to be available. This field does not yet display on Vaccines.gov. |
|
➡️ Save your changes to the spreadsheet
Tip: save the file to your desktop with the date so that it is easy to find to upload.
➡️ To upload your file, select the Browse
button in the box labeled Step 3
on the Upload File
screen
Browse
button in the box labeled Step 3
on the Upload File
screenNavigate on your computer to find your file, select it, and click Open
.
➡️ Select the file that has now appeared and click the Upload
button
Upload
button➡️ Check that your file was successfully validated
If there are no errors, the file will upload successfully, and Step 3 will change to a green Success!
message. It will also tell you how many records were updated so you can verify that is correct.
The most recently reported inventory is sent to CDC every day at 5:00 am Eastern.
Your new stock values will be visible on Vaccines.gov within 5 hours.
If you get an error message, the upload has failed. Check the error message for information about what is causing the error. Once you have fixed the error, click Try Again
to upload the new file.
Troubleshooting errors:
Make sure you are using only the acceptable values listed in the table above.
Make sure you aren't missing required fields: VTrckS PIN or Provider ID, NDC, Quantity
Tip: Visit How COVID vaccines display to see how they display.
Congratulations, you have now reported your inventory!
Last updated