Staff-Vault - 2026 Pricing, Features, Reviews & Alternatives

Staff Vault is a specialized workforce management platform built for healthcare staffing agencies, long-term care facilities, and homecare providers. It helps teams streamline recruiting, digital onboarding, document tracking, and weekly coordination of care teams, all within a single system. Designed specifically for healthcare environments, Staff Vault replaces manual spreadsheets and disconnected tools with automated workflows that ensure the staff is credentialed, available, and always compliant.

Staff Vault's built-in ATS facilitates efficient and intuitive recruiting by managing job postings. handling placements, and tracking applicants at every stage to find the right match. KEy features include resume parsing with AI-powered job matching, match percentage display based on job description, role-based access for recruiters and coordinators, customizable candidate stages and filters, and digital onboarding & compliance.

Administrators can ensure every new hire is ready to work with structured onboarding workflows and document tracking tailored for regulated industries, such as healthcare. It helps businesses with license, physicals, and certification tracking and sends auto-alerts for document expirations. Operators can upload and manage unlimited documents per user and utilize the built-in checklist management for onboarding.

Staff Vault’s Week Planner is designed for long-term care workflows, not for rotating schedules or shifts. It provides a static, repeatable weekly pattern that helps agencies manage what services or care a patient requires on each day of the week, what work or responsibilities an employee has on each day, a consistent reference that applies week after week, and a central view for administrators to assign or confirm weekly roles and coverage.

Caregivers and field staff can access the platform on mobile phones to upload documents, check weekly plans, and stay compliant. Operators can upload medicals, licenses, and IDs, review weekly care and work patterns and receive alerts for missing or expiring documents. Staff-Vault automates routine admin tasks, such as follow-ups, document requests, and expiration reminders. Administrators can auto-send missing document alerts, compliance reminders tied to employee status, and custom onboarding workflows for each role.

Professionals can gain complete visibility into the workforce, from new applicants and onboarding progress to compliance health and weekly plan status. Other features include onboarding progress tracking, document compliance dashboards, and filter staff by location, license status, or job role.