Run your team.
Not the admin.

One straightforward place for the people who keep your organisation moving—without the paper, chasing or spreadsheet gymnastics.

Create your account See what it does

£1.20 per active employee per month. Every feature included. No payment details needed to start.

Smart rotas✦Find cover✦Track certificates✦Clock in & out✦Leave without the back-and-forth✦Reports in a click✦Keep the team together✦

How it works

From the first rota
to the last report.

VaultHQ follows the way a working week actually runs, so each part feeds the next. Pick a step, or let the tour play.

Set up VaultHQ4 of 5 done
  • Organisation detailsRiverside Gym · Europe/London
  • Departments and locationsReception · Coaching · Office
  • Leave rulesHoliday year from April · 28 days
  • Bank holidaysEngland and Wales
  • Add your peopleInvite, add or import a CSV

Smart Cover, step by step

Someone calls in sick.
Here’s what happens next.

No group chats and no guesswork. VaultHQ checks everyone against the same rules your rota uses, then you decide.

  1. 1

    A shift needs cover

    FRI 18 SEP16:00–20:00Evening classesNeeds cover

    Jamie calls in sick, or a shift is left open.

  2. 2

    Everyone is checked

    • Free at that timeAlready working at this time.
    • Not on leaveOn leave: Annual leave.
    • Qualified for the shiftMissing or expired: First Aid at Work.
    • RestedOnly 9.5 hours rest between shifts (11 recommended).
    • Within weekly hours49.5 hours this week, over the 48-hour limit unless they have opted out.
    • Available and in the teamSaid they are unavailable on Fridays.

    The small print is what VaultHQ shows when someone doesn’t pass.

  3. 3

    Best matches first

    • AMAlex MorganSuitable
    • PSPriya ShahSuitable
    • MPMaya PatelSaid unavailable
    • SLSam LeeCannot work it

    You choose who gets an offer.

  4. 4

    Offer, accept, confirm

    1. Offers sent by notification
    2. Alex accepts
    3. A manager confirms
    4. The rota updates and everyone is told

    Organisation admins can switch off confirmation so the first to accept gets the shift.

One connected system

Change one thing.
Everything else keeps up.

The rota sits at the centre. Leave, qualifications, cover and attendance all talk to it, so problems show up before they cost you a shift.

People & qualificationsRoles, departments, expiry dates
LeaveAllowances, bank holidays, approvals
NotificationsThe right person, at the right time
Smart CoverSuitable people first
RotaThe week everyone works to
AttendanceClock in and out against shifts
ReportsHours, absence, cover, qualifications
TimesheetsScheduled against worked
  • Missing or expired: First Aid at Work.
  • 2 rota shifts during this leave will need cover.
  • Needs cover
  • Published, offered, reminded
  • Clock in against the shift
  • Late · Left early · No-show
  • Scheduled vs worked

Managing people is complicated enough.

VaultHQ keeps the
people part simple.

FOR SMALL AND MEDIUM ORGANISATIONS

Simple enough for one team to pick up without training, and structured for several departments and locations as you grow.

£1.20 per active employee per month

Your next rota could be
the easy one.

Start with one team and grow from there. No payment details needed to start.

Create your account See pricing