How it works
How it works
Virtulum is the ultimate solution for streamlining employee rotas and HR operations. Effortlessly manage your security team’s schedules and HR tasks in one place, ensuring seamless communication and coordination between your company and staff.
Getting started
Log In:
Access Virtulum via your browser or mobile app with your credentials.
Log In:
Access Virtulum via your browser or mobile app with your credentials.
Log In:
Access Virtulum via your browser or mobile app with your credentials.
Log In:
Access Virtulum via your browser or mobile app with your credentials.
Log In:
Access Virtulum via your browser or mobile app with your credentials.
Set Up Your Organisation:
Provide your company details, sites, and staff information.
Set Up Your Organisation:
Provide your company details, sites, and staff information.
Set Up Your Organisation:
Provide your company details, sites, and staff information.
Set Up Your Organisation:
Provide your company details, sites, and staff information.
Set Up Your Organisation:
Provide your company details, sites, and staff information.
Import Data:
Upload your CSV file, and we’ll handle the rest.
Import Data:
Upload your CSV file, and we’ll handle the rest.
Import Data:
Upload your CSV file, and we’ll handle the rest.
Import Data:
Upload your CSV file, and we’ll handle the rest.
Import Data:
Upload your CSV file, and we’ll handle the rest.
Team Management
Screening and Vetting:
Ensure all staff meet BS7858 standards with automated checks and records.
Screening and Vetting:
Ensure all staff meet BS7858 standards with automated checks and records.
Screening and Vetting:
Ensure all staff meet BS7858 standards with automated checks and records.
Screening and Vetting:
Ensure all staff meet BS7858 standards with automated checks and records.
Screening and Vetting:
Ensure all staff meet BS7858 standards with automated checks and records.
SIA Licence Checks:
Let the system perform daily licence validations.
SIA Licence Checks:
Let the system perform daily licence validations.
SIA Licence Checks:
Let the system perform daily licence validations.
SIA Licence Checks:
Let the system perform daily licence validations.
SIA Licence Checks:
Let the system perform daily licence validations.
Staff Records:
Store and update qualifications, roles, and site assignments.
Staff Records:
Store and update qualifications, roles, and site assignments.
Staff Records:
Store and update qualifications, roles, and site assignments.
Staff Records:
Store and update qualifications, roles, and site assignments.
Staff Records:
Store and update qualifications, roles, and site assignments.
Rostering and Allocating Shifts
Create Shifts:
Use the scheduler to define roles, timings, and locations.
Create Shifts:
Use the scheduler to define roles, timings, and locations.
Create Shifts:
Use the scheduler to define roles, timings, and locations.
Create Shifts:
Use the scheduler to define roles, timings, and locations.
Create Shifts:
Use the scheduler to define roles, timings, and locations.
Allocate Staff:
Assign available team members with visible licence and proximity data.
Allocate Staff:
Assign available team members with visible licence and proximity data.
Allocate Staff:
Assign available team members with visible licence and proximity data.
Allocate Staff:
Assign available team members with visible licence and proximity data.
Allocate Staff:
Assign available team members with visible licence and proximity data.
Notifications:
Staff are alerted of new shifts or changes instantly.
Notifications:
Staff are alerted of new shifts or changes instantly.
Notifications:
Staff are alerted of new shifts or changes instantly.
Notifications:
Staff are alerted of new shifts or changes instantly.
Notifications:
Staff are alerted of new shifts or changes instantly.
Time Management
Booking On and Off:
Staff can clock in and out through the mobile app.
Booking On and Off:
Staff can clock in and out through the mobile app.
Booking On and Off:
Staff can clock in and out through the mobile app.
Booking On and Off:
Staff can clock in and out through the mobile app.
Booking On and Off:
Staff can clock in and out through the mobile app.
Track Attendance:
Monitor late or missed check-ins with real-time alerts.
Track Attendance:
Monitor late or missed check-ins with real-time alerts.
Track Attendance:
Monitor late or missed check-ins with real-time alerts.
Track Attendance:
Monitor late or missed check-ins with real-time alerts.
Track Attendance:
Monitor late or missed check-ins with real-time alerts.
Timesheet Approval:
Managers review hours worked and make necessary adjustments.
Timesheet Approval:
Managers review hours worked and make necessary adjustments.
Timesheet Approval:
Managers review hours worked and make necessary adjustments.
Timesheet Approval:
Managers review hours worked and make necessary adjustments.
Timesheet Approval:
Managers review hours worked and make necessary adjustments.
Incident Reporting
Log Incidents:
Staff submit detailed reports with photos via the mobile app.
Log Incidents:
Staff submit detailed reports with photos via the mobile app.
Log Incidents:
Staff submit detailed reports with photos via the mobile app.
Log Incidents:
Staff submit detailed reports with photos via the mobile app.
Log Incidents:
Staff submit detailed reports with photos via the mobile app.
Manager Review:
Approve or request changes to reports.
Manager Review:
Approve or request changes to reports.
Manager Review:
Approve or request changes to reports.
Manager Review:
Approve or request changes to reports.
Manager Review:
Approve or request changes to reports.
Client Access:
Share approved reports securely through the client portal.
Client Access:
Share approved reports securely through the client portal.
Client Access:
Share approved reports securely through the client portal.
Client Access:
Share approved reports securely through the client portal.
Client Access:
Share approved reports securely through the client portal.
Compliance Tools
Audit-Ready:
Generate reports for BS7499, BS7960, and ISO 9001 compliance.
Audit-Ready:
Generate reports for BS7499, BS7960, and ISO 9001 compliance.
Audit-Ready:
Generate reports for BS7499, BS7960, and ISO 9001 compliance.
Audit-Ready:
Generate reports for BS7499, BS7960, and ISO 9001 compliance.
Audit-Ready:
Generate reports for BS7499, BS7960, and ISO 9001 compliance.
Automated Alerts:
Stay on top of licence renewals, training updates, and inspections.
Automated Alerts:
Stay on top of licence renewals, training updates, and inspections.
Automated Alerts:
Stay on top of licence renewals, training updates, and inspections.
Automated Alerts:
Stay on top of licence renewals, training updates, and inspections.
Automated Alerts:
Stay on top of licence renewals, training updates, and inspections.
Payroll and Invoicing
Timesheet Drawdown:
Consolidate approved hours into payroll or invoices.
Timesheet Drawdown:
Consolidate approved hours into payroll or invoices.
Timesheet Drawdown:
Consolidate approved hours into payroll or invoices.
Timesheet Drawdown:
Consolidate approved hours into payroll or invoices.
Timesheet Drawdown:
Consolidate approved hours into payroll or invoices.
Adjustments:
Managers can add bonuses or deductions before finalising.
Adjustments:
Managers can add bonuses or deductions before finalising.
Adjustments:
Managers can add bonuses or deductions before finalising.
Adjustments:
Managers can add bonuses or deductions before finalising.
Adjustments:
Managers can add bonuses or deductions before finalising.
Export Data:
Easily export information for external payroll systems or client billing.
Export Data:
Easily export information for external payroll systems or client billing.
Export Data:
Easily export information for external payroll systems or client billing.
Export Data:
Easily export information for external payroll systems or client billing.
Export Data:
Easily export information for external payroll systems or client billing.
Client Portal
Transparent Access:
Clients can view rosters, incident reports, and timesheets.
Transparent Access:
Clients can view rosters, incident reports, and timesheets.
Transparent Access:
Clients can view rosters, incident reports, and timesheets.
Transparent Access:
Clients can view rosters, incident reports, and timesheets.
Transparent Access:
Clients can view rosters, incident reports, and timesheets.
Secure Sharing:
Ensure clients have real-time updates on their sites.
Secure Sharing:
Ensure clients have real-time updates on their sites.
Secure Sharing:
Ensure clients have real-time updates on their sites.
Secure Sharing:
Ensure clients have real-time updates on their sites.
Secure Sharing:
Ensure clients have real-time updates on their sites.
Real-Time Notifications
Staff Alerts:
Notify employees of check-ins, shifts, and incident updates.
Staff Alerts:
Notify employees of check-ins, shifts, and incident updates.
Staff Alerts:
Notify employees of check-ins, shifts, and incident updates.
Staff Alerts:
Notify employees of check-ins, shifts, and incident updates.
Staff Alerts:
Notify employees of check-ins, shifts, and incident updates.
Manager Alerts:
Flag missed check-ins, compliance issues, and incidents needing attention.
Manager Alerts:
Flag missed check-ins, compliance issues, and incidents needing attention.
Manager Alerts:
Flag missed check-ins, compliance issues, and incidents needing attention.
Manager Alerts:
Flag missed check-ins, compliance issues, and incidents needing attention.
Manager Alerts:
Flag missed check-ins, compliance issues, and incidents needing attention.
Control Room Monitoring
Shift Overview:
View all active, upcoming, and past shifts from the control room dashboard. Navigate by week with simple back and forward buttons.
Shift Overview:
View all active, upcoming, and past shifts from the control room dashboard. Navigate by week with simple back and forward buttons.
Shift Overview:
View all active, upcoming, and past shifts from the control room dashboard. Navigate by week with simple back and forward buttons.
Shift Overview:
View all active, upcoming, and past shifts from the control room dashboard. Navigate by week with simple back and forward buttons.
Shift Overview:
View all active, upcoming, and past shifts from the control room dashboard. Navigate by week with simple back and forward buttons.
Missed Book-Ons:
Flashing alerts notify the control room of missed bookings, prompting action.
Missed Book-Ons:
Flashing alerts notify the control room of missed bookings, prompting action.
Missed Book-Ons:
Flashing alerts notify the control room of missed bookings, prompting action.
Missed Book-Ons:
Flashing alerts notify the control room of missed bookings, prompting action.
Missed Book-Ons:
Flashing alerts notify the control room of missed bookings, prompting action.
Direct Actions:
Send reminders or call staff directly through the platform.
Direct Actions:
Send reminders or call staff directly through the platform.
Direct Actions:
Send reminders or call staff directly through the platform.
Direct Actions:
Send reminders or call staff directly through the platform.
Direct Actions:
Send reminders or call staff directly through the platform.
Incident Escalations
Real-Time Notifications:
Escalate incidents immediately to supervisors or clients as needed.
Real-Time Notifications:
Escalate incidents immediately to supervisors or clients as needed.
Real-Time Notifications:
Escalate incidents immediately to supervisors or clients as needed.
Real-Time Notifications:
Escalate incidents immediately to supervisors or clients as needed.
Real-Time Notifications:
Escalate incidents immediately to supervisors or clients as needed.
Audit Logs:
Every action taken during an incident is logged for future reference and compliance.
Audit Logs:
Every action taken during an incident is logged for future reference and compliance.
Audit Logs:
Every action taken during an incident is logged for future reference and compliance.
Audit Logs:
Every action taken during an incident is logged for future reference and compliance.
Audit Logs:
Every action taken during an incident is logged for future reference and compliance.
Data Management
Centralised Data Storage:
All staff, site, and client information is stored in one secure location.
Centralised Data Storage:
All staff, site, and client information is stored in one secure location.
Centralised Data Storage:
All staff, site, and client information is stored in one secure location.
Centralised Data Storage:
All staff, site, and client information is stored in one secure location.
Centralised Data Storage:
All staff, site, and client information is stored in one secure location.
Data Import/Export:
Easily upload bulk data via CSV or export reports for external use.
Data Import/Export:
Easily upload bulk data via CSV or export reports for external use.
Data Import/Export:
Easily upload bulk data via CSV or export reports for external use.
Data Import/Export:
Easily upload bulk data via CSV or export reports for external use.
Data Import/Export:
Easily upload bulk data via CSV or export reports for external use.
Shift Templates
Pre-Built Templates:
Create reusable shift templates to speed up rostering for recurring schedules.
Pre-Built Templates:
Create reusable shift templates to speed up rostering for recurring schedules.
Pre-Built Templates:
Create reusable shift templates to speed up rostering for recurring schedules.
Pre-Built Templates:
Create reusable shift templates to speed up rostering for recurring schedules.
Pre-Built Templates:
Create reusable shift templates to speed up rostering for recurring schedules.
Custom Allocations:
Adjust templates as needed to fit specific requirements or sites.
Custom Allocations:
Adjust templates as needed to fit specific requirements or sites.
Custom Allocations:
Adjust templates as needed to fit specific requirements or sites.
Custom Allocations:
Adjust templates as needed to fit specific requirements or sites.
Custom Allocations:
Adjust templates as needed to fit specific requirements or sites.
Compliance Dashboard
Centralised View:
A dedicated dashboard summarises compliance statuses, such as expiring licences, overdue check-ins, and pending vetting.
Centralised View:
A dedicated dashboard summarises compliance statuses, such as expiring licences, overdue check-ins, and pending vetting.
Centralised View:
A dedicated dashboard summarises compliance statuses, such as expiring licences, overdue check-ins, and pending vetting.
Centralised View:
A dedicated dashboard summarises compliance statuses, such as expiring licences, overdue check-ins, and pending vetting.
Centralised View:
A dedicated dashboard summarises compliance statuses, such as expiring licences, overdue check-ins, and pending vetting.
Actionable Alerts:
Resolve compliance issues directly from the dashboard with one-click actions.
Actionable Alerts:
Resolve compliance issues directly from the dashboard with one-click actions.
Actionable Alerts:
Resolve compliance issues directly from the dashboard with one-click actions.
Actionable Alerts:
Resolve compliance issues directly from the dashboard with one-click actions.
Actionable Alerts:
Resolve compliance issues directly from the dashboard with one-click actions.
Performance Analytics
Staff Performance:
Track punctuality, completed shifts, and incident responses.
Staff Performance:
Track punctuality, completed shifts, and incident responses.
Staff Performance:
Track punctuality, completed shifts, and incident responses.
Staff Performance:
Track punctuality, completed shifts, and incident responses.
Staff Performance:
Track punctuality, completed shifts, and incident responses.
Operational Insights:
Generate graphs and charts to analyse trends, such as hours worked per site or incident frequency.
Operational Insights:
Generate graphs and charts to analyse trends, such as hours worked per site or incident frequency.
Operational Insights:
Generate graphs and charts to analyse trends, such as hours worked per site or incident frequency.
Operational Insights:
Generate graphs and charts to analyse trends, such as hours worked per site or incident frequency.
Operational Insights:
Generate graphs and charts to analyse trends, such as hours worked per site or incident frequency.
Employee Portal
Access Details Anywhere:
Staff can log in to view their upcoming shifts, past rosters, and compliance statuses.
Access Details Anywhere:
Staff can log in to view their upcoming shifts, past rosters, and compliance statuses.
Access Details Anywhere:
Staff can log in to view their upcoming shifts, past rosters, and compliance statuses.
Access Details Anywhere:
Staff can log in to view their upcoming shifts, past rosters, and compliance statuses.
Access Details Anywhere:
Staff can log in to view their upcoming shifts, past rosters, and compliance statuses.
Submit Requests:
Employees can request time off or update personal details directly through the portal.
Submit Requests:
Employees can request time off or update personal details directly through the portal.
Submit Requests:
Employees can request time off or update personal details directly through the portal.
Submit Requests:
Employees can request time off or update personal details directly through the portal.
Submit Requests:
Employees can request time off or update personal details directly through the portal.
Get started with Virtulum today
Ready to streamline your operations?
Contact us to learn more and connect to Virtulum. Our team will guide you through the simple setup process, ensuring a smooth integration with your existing workflow.
© Virtulum, 2025
© Virtulum, 2025
© Virtulum, 2025
© Virtulum, 2025
© Virtulum, 2025