The product

Everything your team needs.
Nothing it doesn't.

One clear place to organise people, plan work, find cover and keep the important records up to date.

DashboardSmart RotasSmart CoverLeaveAttendanceQualificationsNotificationsReportsDepartmentsStaff

Dashboard

Know what needs attention before it becomes a problem.

Your day at a glance: who's working, who's away, what still needs cover and which records are about to expire.

  • Live staffing overview
  • Upcoming leave and open shifts
  • Compliance alerts in one place

Smart Rotas

Build the working week without rebuilding it every week.

Use templates and repeating shifts, assign the right people and see problems before the rota goes live.

  • Shift templates and weekly repeats
  • Week, day and list views
  • Warnings for clashes, leave, missing qualifications and short rest

Smart Cover

Find someone suitable. Not just someone available.

When a shift opens up, VaultHQ checks who is free, in the right department and qualified. You choose who to ask, and confirm before the shift moves.

  • Only suitable people listed first
  • Offers sent to the people you choose
  • Manager confirmation before reassignment (on by default)

Leave

Requests, approvals and allowances without the spreadsheet archaeology.

Employees request leave in VaultHQ. Managers see who else is away and which shifts are affected before they decide.

  • Simple leave requests
  • Allowances worked out for part-time staff, starters and bank holidays
  • Rota clashes shown before you approve

Attendance & time clock

See who's in, who's late and where the hours went.

Give employees a clear clock-in experience and managers a reliable attendance record without chasing timesheets.

  • Clock in and out, with breaks
  • Late, early and missed-shift flags
  • Scheduled against worked hours, with timesheet approval

Qualifications

Important documents shouldn't quietly expire in a folder.

Store qualifications, certificates and checks against each employee, with clear warnings before renewal dates arrive.

  • Your own qualification types and requirements
  • Evidence uploads and manager checks
  • Reminders before and when things expire

Notifications

The right people hear about it. Everyone else gets on with their day.

VaultHQ tells people when something needs them: a published shift, a leave decision, a cover request, a missed clock-in or a qualification about to expire.

  • Notification centre in every portal
  • Shift reminders before each shift
  • Each person chooses what they hear about

Reports

Answers to the questions people actually ask on a Monday.

Pick a period and a department to see hours, absence, attendance, cover and qualifications. Download any table as a spreadsheet or print the page.

  • Scheduled against worked and contracted hours
  • Absence by type, with the Bradford factor for sickness
  • Cover outcomes and qualification status

Departments

One organisation. Clear teams. The right access.

Group employees by department, location or function so rotas, managers and permissions reflect how your organisation actually works.

  • Flexible team structures
  • Department managers
  • Role-based visibility

Staff management

Every person, record and responsibility in one proper profile.

Keep contact details, employment information, departments, qualifications and working patterns together. Staff keep their own details up to date in their portal.

  • Complete employee profiles
  • Emergency contact and employment details
  • Roles, permissions, availability and working patterns

One platform. Every core feature.

Ready when your team is.

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