What to upload and when
To use Mavis to manage your vaccination programmes, you need to upload:
- records for all school age children in your cohort
- their relevant vaccination history
- up-to-date class lists for the sessions you’re running
You can use the file upload templates we provide, or your own CSV files as long as they meet the requirements described in this guide.
You must specify what type of records they are when you upload them, and upload them in the correct order.
Upload records in this order
| Step | What you’re uploading | Template to use | Select in Mavis |
|---|---|---|---|
| 1 | Your full cohort | Cohort upload template | Child records |
| 2 | Vaccination history | Vaccination record upload template | Vaccination records |
| 3 | Class lists for school sessions | Class list upload template | Class list records |
1. Upload your cohort as child records
Upload records for all children in your cohort from Reception (Year 0) to Year 11. Include children up to Year 13 or 14 for special educational needs schools, where applicable.
This adds all children in your area to Mavis, including the schools they attend.
Use the cohort upload template. When uploading the file in Mavis, select Child records.
You can add new children to the cohort at any stage by uploading child records for individual or multiple children.
Find out how to upload cohorts
2. Upload vaccination history as vaccination records
Once your cohort records are in Mavis, upload relevant vaccination history for each child.
You should do this before scheduling vaccination sessions. This allows Mavis to identify children who have already had the vaccine so consent requests are only sent to children who need to be vaccinated.
Use the vaccination record upload template. When uploading the file in Mavis, select Vaccination records.
Find out how to upload vaccination history
3. Upload class lists before a session
Upload up-to-date class lists before a school session is scheduled.
This adds parent contact details for children in the class, which Mavis uses to send consent requests.
Uploading class lists also identifies any school moves that have taken place since you uploaded your cohort.
Find out how to upload class lists
Uploading vaccinations recorded offline
If you record vaccinations offline because internet access is unavailable during a session, you must upload the completed offline vaccination spreadsheet to Mavis afterwards.
When uploading the file in Mavis, select Vaccination records.