How to engage your staff to participate in a workplace vaccination clinic
Hosting a workplace vaccination clinic is one of the most effective ways to protect your team, reduce absenteeism, and show genuine care for employee wellbeing. But even with the convenience of onsite vaccination, staff participation isn’t guaranteed. The key to a successful clinic is creating an environment where people feel informed, supported, and motivated to take part. Here are practical strategies to boost engagement and ensure your vaccination program gets strong uptake.
1. Communicate early, clearly, and often
Employees are far more likely to participate when they understand the what, why and when. Start promoting the clinic early, using multiple channels – email, posters, intranet posts, team meetings, and digital screens. When you run a VaxWorks workplace vaccination clinic, you will get access to our promotional materials for you to use so you don’t have to spend time creating this content.
If your staff don’t regularly access email, we recommend having a device available in a staff area where people can sign up. Walking around the floor with the device is also incredibly effective at boosting registration numbers.
Make your messages simple and transparent: what vaccines are available, who can participate, the benefits, and how long the process will take. Repetition helps build awareness and keeps the clinic top-of-mind as the date approaches.
2. Address common questions and concerns
People sometimes hesitate because they’re unsure, not unwilling. Provide reliable, balanced information about the vaccine being offered—its safety, effectiveness, side effects, and why it’s recommended.
Consider a short FAQ sheet, links to trusted health sources, or even a Q&A session with your provider. For our clients, we have vaccine information sheets available on our website for you to download to attach to emails.
3. Make booking simple and accessible
A smooth booking experience increases participation instantly. Online booking tools, calendar invites, and automated reminders remove friction and help busy staff lock in their spot. All of this is just part of the VaxWorks service!
While we encourage everyone to book in prior to the clinic, we also allow some spots for walk-ins – flexibility is valuable for staff juggling shifting priorities.
4. Encourage leadership to lead by example
When leaders visibly support and participate in the clinic, it sends a strong message. A simple “I’ve booked my vaccine” from a manager or executive can motivate teams more than any poster.
You could consider taking a photo of leadership receiving their vaccination (with consent) and share it internally to show support.
5. Create a positive, supportive environment
Turn your clinic day into a wellbeing moment. Friendly signage, a warm welcome, and a smooth, efficient process help people feel comfortable. Our immunisation nurses are incredibly experienced in making participants feel welcome and reassuring anyone who might be a bit nervous about the experience. And of course we have lollipops for all!!
You might even like to offer small incentives like additional healthy snacks or wellness-themed giveaways. Not essential, but a nice touch that can boost enthusiasm and participation.
7. Share the impact
People are motivated when they feel part of something meaningful. After the clinic, share participation rates, highlight the collective impact, and thank staff for taking part. It reinforces the culture of care and encourages even higher engagement next time.
Engaged staff = healthier workplaces
A workplace vaccination clinic isn’t just a health initiative – it’s a culture initiative. When staff feel informed, supported, and valued, participation rises naturally. By communicating clearly, reducing barriers, and fostering a positive, inclusive approach, your organisation can achieve excellent uptake and contribute to a healthier, more resilient workforce.