Recruitment pipeline
Run demands and candidates through the default 20-stage placement flow, with clearances before and after arrival.
Recruitment operations and foreign-worker compliance software
Recruitment and worker records, connected.
Worker Vault helps recruitment agencies track placements, keep worker evidence, and see what needs attention across the employer clients you serve.
What Worker Vault does
The foreign worker recruitment platform
Recruitment pipeline
Follow every demand from employer order to deployment, stage by stage, with dates and warnings in view.Worker records and evidence
Passport, work permit and medical records, with the documents behind them, on a record that carries on after placement.Compliance follow-up
Assessments explain what is Compliant, Non-compliant or Incomplete, and expiry warnings appear while a record is still valid.Reports and client visibility
Current snapshots, a forward expiry forecast and Excel exports, plus a read-only view for your employer clients.Employer client workspaces
One workspace for every employer client, with roles for your team and read-only access for theirs.Import existing records
Bring in the workers you already manage from an XLSX or CSV file, then keep their records current here.Start with the work you need, or run it all together.
Every part of Worker Vault runs in one workspace, organised by employer client, so the more you record, the clearer the picture gets.
See the solutionsWorker records
Facts, documents, employment history and passport custody sit together, so deployment starts a record, not another folder.
Compliance follow-up
Rules configured for your workspace are compared with what you have recorded, and each result comes with its reason.
Work Queue
Every item says why it is there and opens the record where your team can fix it. Fixed items drop off the list.
Employer clients
Keep each client's work apart, and invite employer contacts to see their own permitted information, read only.
Reports
Open current snapshots and expiry forecasts, export Excel workbooks, or get a Daily, Weekly or Monthly digest by email.
From demand or import, one worker record.
A placement that reaches deployment and a worker imported from a spreadsheet end up in the same place: one record that holds their documents, assessments and history.
See the solutions
From employer demand to a worker record
Follow each placement through the work that comes before deployment.
One record behind every view. Demands, arrivals, documents, assessments and reports all draw on the same worker and employer client records.
See worker records
Evidence that stays with the worker
Passport, work permit and medical records sit with the documents behind them. Your team uploads and reviews each one, and corrections keep earlier versions so the history stays intact.
Passport and work permit details, with their expiry dates
Medical examination records and supporting documents
Employment history that continues after each placement
Compliance follow-up
See the gap. Know the next step.
Missing records, evidence waiting for review and expiries on the way become one list your team can work through.
How assessments work
Worker Vault compares your configured rules with the records you enter and explains each result. Incomplete means information is missing, and Non-compliant means a known requirement is unmet. It is decision support for your team, not a legal opinion or certification.
CompliantNon-compliantIncomplete
Worker Vault records the dates you enter and flags what needs attention across placements and worker records.
The same workflow, across the sectors you place into
Your employer clients may run factories, building sites, estates, farms, service businesses or households. The workflow does not change. Pick a sector to see how it reads.
Manufacturing
Factory demand can span shifts, teams and more than one placement at a time.
See the workflow
Construction
Project requests may arrive in batches and involve several building sites.
See the workflow
Services
Hospitality, food service, cleaning and security employers may have many outlets.
See the workflow
Reports and client visibility
See the current position, and share the right view
Read where each employer client stands today and what is coming up. Export to Excel, get a scheduled digest, and give employer contacts a read-only view of their own workers.
Take the numbers into Excel
Export any report as an Excel workbook. Downloads ask you to confirm your identity again, and the link expires after 24 hours.
A scheduled summary, not a stream of reminders
Choose Daily, Weekly or Monthly. Each digest lists up to 10 urgent items with links to act, plus how the counts changed.
Give clients a clear view of their workers
Invite an employer contact as an Employer Viewer. They get read-only access to their own client's permitted information, and nothing from your other clients.
Questions agencies ask first
Who is Worker Vault for?
Recruitment agencies that place workers with several employer clients. Owners and managers see where every placement and client stands, clerks work through the records and tasks for the clients assigned to them, and employer contacts can be invited to view their own workers. Any agency can book a demo.
We already manage hundreds of workers in spreadsheets. Do we have to start over?
No. You can add workers one by one or import them from an XLSX or CSV template, then keep their documents and expiry dates current here. You do not need to open a new recruitment cycle to use the records. Onboarding is assisted, and the demo is the place to talk through your data.
Does Worker Vault tell us a worker is compliant?
It compares the rules configured for your workspace with the facts and evidence you have entered, then explains the result. Compliant, Non-compliant and Incomplete each come with a stated reason, and approaching expiries are flagged separately while a record is still valid. It is decision support for your team. It is not legal advice or certification.
Does it file, renew or approve anything with the authorities?
No. Worker Vault records, tracks and flags. Recording a stage does not obtain an approval, and tracking a permit's expiry does not renew it. Your team still does the filing and renewals, and Worker Vault shows what is coming and what is missing.
Which countries, permits and sectors does it cover?
Worker Vault supports Malaysia, Thailand, Saudi Arabia, the UAE and Singapore. Malaysia is the deepest setup: Peninsular Malaysia and ordinary VP(TE) permits (also known as PLKS), across every sector, from manufacturing, construction and services to plantation, agriculture and domestic helpers. Other regions and pass types are added through rule packs on inquiry. Source-country corridors such as Bangladesh, Indonesia and Nepal are tracked with their own clearance steps. This list is not a limit. If your country is not on it, send us an inquiry and we will set up your workspace for the country you work in.
How do our employer clients see their workers?
An employer contact you invite becomes an Employer Viewer, with read-only access to their own client's permitted information, such as workers, placement progress and reports. They see nothing from your other clients and cannot edit records.
What can each person in my agency see?
Each person at your agency gets a role in your workspace. Admins and managers see operations across all your employer clients, and admins can also open the workspace activity history. Clerks see only the employer clients you assign to them. Employer contacts you invite are separate, read-only viewers of their own client. Source-country agents are kept as reference records and do not log in.
Do you read our documents automatically?
No. People upload evidence and people review it. There is no OCR or AI extraction. Corrections and new document versions keep the history, so you can see what was changed.
What reports can we export?
There are three current reports: a compliance snapshot, an expiry forecast that looks ahead up to 12 months, and demand fulfilment. Each exports to Excel, and a deployment handover workbook is available too. Downloads ask you to confirm your identity again and the link expires after 24 hours. Reports show the current position, so there are no PDF reports, audit packs or rebuilds of an earlier date.
Is it available in Bahasa Melayu?
The Worker Vault interface is available in English and Bahasa Melayu. Some labels and outputs stay in English or as authored, such as parts of Excel exports.
How do we get started?
There is no self-serve sign-up. Use Book a Demo and the team will follow up to talk through your agency, your employer clients and the workers you already manage. Onboarding is assisted.
Assisted onboarding
See Worker Vault with your own employer clients.
Tell us how your agency works. We will walk through Worker Vault with your employer clients in mind, starting from the workers and clients you already manage.
