HR & Vetting
Build and manage a compliant, high-performing workforce with digital-first HR tools
Say goodbye to filing cabinets and messy spreadsheets. ProRota's HR & Vetting module provides a secure, automated platform for managing the entire employee lifecycle, from the first application to their latest certification renewal.
Digital onboarding and one secure employee record
New starters complete forms and upload documents from their phone. Every vetting stage carries a status, so nobody starts a shift unverified.
- 1Application receivedComplete
- 2Identity verifiedComplete
- 3Right to Work checkComplete
- 45-year employment historyIn progress
- 5Reference 2 of 3Awaiting referee
- 6Contract issued & signedNot started
One record per person
- Digital onboarding completed on the new starter’s phone
- IDs, licences, certificates and contracts stored in one place
- Qualification and training expiry tracked alongside licences
- Stage-by-stage vetting status visible to the whole team
- Advanced search across skills, sites and availability
Nobody starts a shift unverified
Vetting status feeds the scheduler. A candidate part-way through screening can be planned for but not deployed, which removes the judgement call from the manager filling a gap at short notice.
Key Capabilities
Powerful features designed to streamline your operations
Digital Onboarding
Streamline the hiring process with paperless onboarding. Collect documents, signatures, and details digitally.
Centralized Employee Profiles
A single source of truth for all employee data, including contact info, employment history, and payroll details.
Document Management
Securely store and manage sensitive documents like passports, visas, and contracts with automated expiry tracking.
Vetting Workflows
Built-in BS7858 vetting tools to manage 5 or 10-year employment history verification and reference checks.
Training & Qualifications
Track staff certifications, training progress, and renewal dates with automated reminders.
Availability Tracking
Allow staff to update their work preferences and availability directly, synced instantly to the scheduler.
Advanced Search
Quickly find the right staff for any site based on skills, location, qualifications, and past performance.
Right to Work Checks
Automated verification workflows to ensure every employee has valid and up-to-date work authorization.
Benefits
Transform your operations with measurable results
Reduced Admin Overhead
Automated data collection and document management reduces HR administrative time by up to 50%.
100% Audit Compliance
Maintain a perfect, digital audit trail for every employee, making industry certifications like ACS seamless.
Faster Time-to-Hire
Digital workflows eliminate the delays of paper-based systems, getting staff on-site days faster.
Improved Data Security
Protect sensitive employee information with enterprise-grade encryption and granular access controls.
Real-World Applications
See how businesses like yours are succeeding
Rapid Expansion
A security firm winning a major contract uses the digital onboarding to hire 100 guards in a single week.
Completed all vetting and contracts in record time with zero paper usage
Annual Audit Preparation
Simply export a comprehensive compliance report to prove all staff meet SIA and Right to Work standards.
Passed ACS audit with zero non-conformances discovered
Skill-Based Deployment
Instantly identify all guards with First Aid or specialized training for a high-profile medical facility contract.
Improved client satisfaction through better qualified staff matching