Questions,
answered.

VaultHQ is a web app for managing staff. It covers rotas, holiday and leave, attendance and clocking in, qualifications, shift cover, notifications and reports.

Organisation admins and managers use one portal. Staff have their own portal for their shifts, leave, clocking in and personal details.

Small and medium organisations. It is simple enough for a single team to pick up without training, and it is structured for several departments and locations as you grow.

Create an account on the Get started page with your organisation name and work email address. We email you a six-digit code to check the address. After that, a set-up checklist takes you through your departments, leave rules and adding your people.

No. You can create your account and set everything up without entering payment details.

Not yet. VaultHQ is currently provided through a web browser and works on phones, tablets and computers. We may introduce iOS and Android applications in the future.

£1.20 per active employee per month. For example, 25 active employees is £30 a month. There is one plan and every feature is included. See the pricing page for a calculator.

People in your organisation with an active profile who are marked as billable. When you suspend or archive someone, they stop counting, and VaultHQ’s own accounts are never counted. Each month’s charge uses the highest number of active billable employees at the same time during the month. The Terms and Conditions have the full definition.

No. Rotas, Smart Cover, leave, attendance, qualifications, notifications, reports, departments and staff records are all part of the one plan.

When a shift needs cover, VaultHQ lists the people who could take it. It puts first the people who are free, in the right department, qualified for the shift and not on leave, and it shows why anyone else is unsuitable.

You choose who to offer it to. By default a manager confirms before the shift moves to the person who accepted; organisation admins can switch that off.

Yes, from their staff portal. The time comes from VaultHQ, not from the phone, so it can’t be changed on the device. Locations are not recorded. If someone forgets, they can ask for a correction and a manager approves it.

Yes. You can import people from a CSV file or add them one at a time. Nobody is emailed until you choose to invite them, one by one or everyone at once.

Yes. Department managers see and manage the people, rotas, leave and attendance for the departments they manage. Billing, ownership and organisation settings stay with organisation admins.

Yes. You choose your UK bank holiday region and whether bank holidays come out of the allowance. Allowances are worked out from each person’s working pattern, so part-time staff, starters and leavers get the right amount.

Invitations and sign-in codes are sent by email. Other notifications currently appear inside VaultHQ, in the notification centre. Email notifications are not switched on yet.

VaultHQ’s main database is hosted in the European Union (Ireland). Each organisation’s records are kept separate, so one organisation can never see another’s. Some of the providers that help run VaultHQ may process information outside the UK, with appropriate legal safeguards. Our Privacy Policy explains more.

Inside your organisation, access follows each person’s role: organisation admins see everything, department managers see their departments and staff see their own records and the rota.

To run the service, VaultHQ can see account details such as your organisation name, contact details and the list of user accounts.

Yes. People, rotas, leave, timesheets, qualifications and reports can all be downloaded as CSV files that open in a spreadsheet.