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.
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.
Create repeating schedules, assign the right people and see gaps before the rota goes live.
- Reusable rota patterns
- Clear weekly and daily views
- Qualification-aware assignments
Reception 12:00
Operations 10:00
Coaching 14:00
Reception + Cover
needed
Smart Cover
Find someone suitable. Not just someone available.
When a shift opens up, VaultHQ checks availability, departments and required qualifications before asking the right people.
- Automatic eligibility checks
- Targeted cover notifications
- One-tap acceptance and approval
Alex MorganAvailable · Level 2
98%Jamie SmithAvailable · Level 3
94%Leave
Requests, approvals and allowances without the spreadsheet archaeology.
Employees request leave in VaultHQ. Managers see the impact, approve it and keep the rota accurate automatically.
- Simple leave requests
- Live allowance tracking
- Automatic rota and cover updates
Freddie Mullen22–26 September · 5 days
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
- Late and missed-shift alerts
- Accurate working-hour records
Amelia KingClocked in 08:43
On timeJordan TaylorExpected 09:00
Due soonRiley ScottClocked in 08:51
On timeCompliance
Important documents shouldn't quietly expire in a folder.
Store qualifications, certificates and checks against each employee, with clear warnings before renewal dates arrive.
- Custom certificate types
- Expiry reminders
- Organisation-wide compliance view
First Aid at WorkValid until 03 Jun 2027
CurrentSafeguardingExpires in 21 days
Renew soonLevel 2 QualificationNo expiry date
CurrentDepartments
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 and easy to update.
- Complete employee profiles
- Emergency and employment details
- Roles, permissions and working patterns
One platform. Every core feature.