How to Administer a Vaccine for a Client (New Client Card)

Step 1: Access Client Card

Start by logging into your Pabau account using your login credentials. Then, navigate to the search bar located at the top of the screen and type in your client's name. Their profile will appear on the search results, click to access their client card.

Step 2: Open the Vaccines Section

In the client card, click on the "EMR" tab in the navigation menu at the top (labelled "Chart" for US accounts). This opens the clinical overview grid. Click on the "Vaccines" card to open the client's vaccination dashboard, where you can view and manage their full vaccination history. If you don’t see the "Vaccines" card, the Vaccines feature needs to be enabled for your account first — see How to Manage Vaccines.

Step 3: Administer Vaccine

Click the "Administer a vaccine" button in the top right corner of the Vaccines section. This opens the "Administer a vaccine" modal.

Step 4: Select a Vaccine

At the top of the modal, the Scheduled vaccines panel summarises the client’s vaccine courses. Each vaccine is shown with a row of dose indicators — a green tick for administered doses and a clock icon for doses still due. Hover over an indicator to see its scheduled or administered date.

To choose the vaccine you’re administering, open the "Administer Vaccine" dropdown and select the vaccine from the list. Each option shows how many of its doses have been given so far, and you can type in the search box to narrow the list.

If you need to administer a vaccine that isn’t listed at all, click "+ Add Another Vaccine" at the bottom of the dropdown. This opens the "Schedule a vaccine" wizard so you can schedule it first — once scheduled, it appears in the dropdown ready to administer.

Step 5: Enter Administration Details

Once a vaccine is selected, tap or click the relevant area on the body diagram (front and back views, on the left side of the modal) to record where it was given. A colour-coded pin is placed on the diagram, and a matching administration card appears beside it. Then complete the following fields:

• Date: The date the vaccine is administered. This defaults to today’s date and cannot be set in the future.

• Administered by: The staff member administering the vaccine. This defaults to you — select a different team member if needed.

• Batch Number (on the administration card): Select an existing batch from stock — each option shows the batch number, expiry date and remaining quantity — or click "+ New batch" to record a new batch number, expiry date and quantity. Recording a batch is optional.

• Administration Site (on the administration card): Choose a preset site, such as Left Deltoid, or type your own into the "Select a site, or input one manually" field. A site is required for each vaccine.

To administer more than one vaccine in the same visit, select the next vaccine from the dropdown and pin it on the diagram — each vaccine gets its own card. To remove a vaccine, click the × button in the corner of its card.

Step 6: Administer the Vaccine

Once all fields are completed, click "Administer" in the bottom right corner of the modal to save the record. If any required information is missing, the modal lists what needs fixing before the record can be saved. 

The administered dose will be updated in the vaccine table, showing the administration date, site given, batch number, and batch expiry.


With the vaccine administered and recorded, the client's vaccination history will be updated automatically, keeping their clinical record accurate and complete.