People Management Software, made with you in mind
Built by people who know what running a workshop actually involves.
Vital Portal brings your leave requests, contracts, recruitment, performance reviews, training records, and sickness tracking into one place, so you’re not chasing paperwork across five different systems. Each employee’s details, from emergency contacts to holiday entitlement, are stored in a single profile. And because we work exclusively for the automotive trade, Vital Portal handles the things generic HR software misses, like tracking vehicles out on loan while a technician is off sick.
The Dashboard
Let’s start with the homepage.
As soon as you log in, your Dashboard gives you a clear overview of everything that needs your attention. Think of it as your morning checklist. Spend just a few minutes working through it, and you’ll stay on top of everything you’ve asked the Vital Portal to track.
Whether it’s annual leave requests, return to work meetings, probation reviews, expiring documents, upcoming one-to-ones, or training that needs attention, the Dashboard reminds you what needs doing today, tomorrow and beyond.
The more you tell the Portal, the more the Portal helps you. Instead of trying to remember everything yourself, simply log in each morning and let the Dashboard keep you organised.
Your employees will have their own homepage, dedicated to what you want them to know and manage. They can’t see what you are doing, but you can keep an eye on how they are doing.
Recruitment
Keep your recruitment organised from the very beginning. How are you staying organised throughout the recruitment process?
Whether it is chaotic and you have loads of applicants, or recruitment is taking ages and you’re forgetting who has applied, this feature is for you. It is particularly helpful if more than one person is recruiting for the same role, or if you regularly recruit for the same position.
Why?
Because you can track everything easily. Telephone numbers are easy to find, you can add notes in the moment, upload CVs and quickly refresh your memory before speaking to an applicant again. It is also good for when someone is good for the future, but not right now.
Employee Profile
Everything about your employee, in one place.
How do you make sure you have everything together for each employee?
Need their emergency contact in a hurry? Forgotten what salary they’re on? Need to check their start date, holiday entitlement or probation period? What about checking their driving license?
No problem.
Every employee has their own profile containing everything you need, all in one place. The Portal automatically creates a probation period, and you can even pre-set the company processes and documents you want every new starter to receive. The employee can access this feature, and update their details for you.
Contracts
Give contracts the easy way.
The law says every employee should receive their contract by the end of their first day of employment. With the Vital Portal, this couldn’t be easier.
Upload the contract, send it for signature and automatically keep the signed copy safely stored against the employee’s record. No paperwork, no chasing signatures and no wondering where you’ve saved it.
One to One Meetings
Keep every conversation together.
What about those one-to-one meetings?
Not only can you record comments and action points that you want to share with the employee, but you can also keep your own private notes that only managers can see. You can set objectives, assign actions and even schedule the next meeting there and then.
Don’t like formal one-to-ones? No problem.
Use the feature whenever you need it. Every conversation is stored against the employee’s record, ready for next time
Performance
Take the guesswork out of performance.
What if you want to score an employee’s performance, but you don’t necessarily want them to see it? We’ve got that covered too. Rate employees individually or compare performance across your whole team. Quickly spot who needs support, who needs training and who is thriving.
What if you find it tricky to know where to start on scoring performance?
The Vital Portal has a prebuilt feature to make it easy for you.
Training
Protect your training investment.
Did you know you can’t normally recover training costs if you don’t have the correct agreement signed? Training costs money, so make the most of it. Store certificates, upload receipts and keep all training records together.
The Portal helps you keep everything together.
Even better, talking to employees before they attend training helps them get more value from the course, and afterwards you’ll have all the paperwork exactly where it belongs.
Sickness & Lateness
Sickness
When an employee has an unexpected sickness, there is usually a rush to arrange cover and get through being short staffed. The Vital Portal will automatically prompt you to stay on top of the absence and chat with the employee when they return, it will also ask the questions that you need to know to look out for your employee, but also to help if there are any issues further down the line. Helping you to be a good boss, without the worry of trying to remember everything.
Lateness – Running late? Record it in seconds.
Lateness is easy to overlook, especially when everyone is busy. But if it starts becoming a regular occurrence, you’ll want an accurate record of what happened and when. The Vital Portal makes it quick and easy to record every instance of lateness, including the date, time, reason and any comments. You can even ask the employee to acknowledge the record with a digital signature, helping to avoid misunderstandings later. Over time, you can spot patterns, have informed conversations and deal with issues consistently.
Because managing performance is much easier when you have the facts, not just your memory.
Employee Handbook
An employee handbook should be more than a document that sits in a drawer.
We all know we should have an employee handbook. But where is yours? Is it saved on a computer somewhere? Printed in a folder? Or was it an expensive document that everyone forgot about after it was written?
With the Vital Portal, your employee handbook becomes a practical tool that your team can actually use. The built-in search function means employees can quickly find the answer to their question, whether it’s about annual leave, sickness, overtime or company rules, without having to ask a manager.
That means fewer interruptions, more consistency and a handbook that finally becomes part of the way your business operates. Because an employee handbook shouldn’t just protect your business…
It should help run it.
This is where the Vital Portal becomes your business
This is where the Portal really comes to life.
Every business is different. You have your own ways of doing things, your own standards and your own expectations. The more you add to your Process Library, the more the Portal becomes a reflection of your business.
Store the answers to the questions your team ask every day. Record the processes that only your business follows. Add reminders, guides, checklists and procedures that make your business run the way you want it to. Over time, the Vital Portal becomes more than an employee management system. You can add YouTube videos, podcasts, diagrams, links, information, all sorts.
It becomes your business brain.
Instead of carrying everything around in your head, or repeating yourself to every new employee, you’ve created one place where your business knowledge lives. The more you put into the Portal, the more valuable it becomes.
Stop carrying your business in your head. Start building it in the Vital Portal. If your employee is looking for a process and they can’t find it, they can request it!
Notifications
Stay informed, without being overwhelmed.
The Vital Portal can send email notifications to help you stay on top of the things that matter most. Want to know when an annual leave request has been submitted? When a document has been signed? When a probation review is due? Or when an employee has completed a task? Simply choose the notifications you want to receive.
Your employees can do exactly the same. They can decide which email notifications they want, so they’re only kept informed about the things that are relevant to them.
No unnecessary emails. No missed actions. Just the right reminders, sent to the right people, at the right time. You stay in control of what the Portal tells you, and when it tells you.
Automotive Bonus Features
Built by the automotive industry, for the automotive industry.
The Vital Portal includes features that you simply won’t find in generic HR software.
One of those is our Vehicle Return Tracker.
When a vehicle comes back to the workshop after work has been completed, you can quickly record it against the technician involved. It isn’t there to blame people or catch them out, and technicians can’t see the records. It’s a management tool, designed to help business owners spot patterns that would otherwise go unnoticed.
- Is one type of repair regularly coming back?
- Is one technician struggling with a particular job?
- Does someone need extra training or support?
- Or is it simply bad luck?
By recording the information consistently, you can start to identify trends, make better decisions and improve quality across the workshop. Because every comeback costs time, money and customer confidence.
The Vehicle Return Tracker helps you understand why they’re happening, so you can reduce them in the future.
© Vital Portal - 2026
