PEOPLE · VAULT BUSINESS SOLUTIONS
HR & Employee System Setup
Stop tracking leave, documents and employee requests by hand. Vault builds your employee database, onboarding and offboarding workflows, leave and expense requests, document tracking and HR trackers, in 7 working days.
HR is running on spreadsheets, paper forms and WhatsApp messages.
Leave requests arrive by message and are approved verbally. Passport, visa and Emirates ID expiry dates are tracked in someone’s calendar, if at all. Employee files are scattered between email and paper.
When a visa lapses, a payroll error occurs or an employee disputes a leave balance, there is no reliable record.
A structured HR system that keeps records accurate and requests moving.
Vault builds a practical HR system on mainstream platforms, so every employee record, request and document is tracked and approved properly.
- One accurate employee database
- Leave and expense requests submitted and approved digitally
- Document expiry alerts before anything lapses
- Clean onboarding and offboarding every time
Who the HR & Employee System Setup is for
Growing SMEs
You have outgrown spreadsheets but do not need an enterprise HR suite.
Businesses without an HR team
The owner or office manager handles HR on top of everything else.
Companies sponsoring visas
You need to track passports, visas, Emirates IDs and labour cards.
New HR managers
You have joined a business with no HR infrastructure.
What Vault builds for you
Every item below is part of the HR & Employee System Setup package scope.
- HR process review
- Employee master database with UAE-relevant fields
- Document tracking for passport, visa, Emirates ID, labour card and contracts
- Expiry alerts and renewal tracker
- Leave request and approval workflow
- Leave balance tracker
- Expense claim workflow
- Employee onboarding workflow and checklist
- Offboarding workflow and clearance checklist
- Employee digital file structure
- HR forms library: personal data, bank details, warning, salary certificate request
- HR tracker dashboard: headcount, leave, expiries
- Manager and HR permissions
- Training session
What you receive at handover
- A live HR system in your name
- Employee data loaded for up to 50 employees
- Request workflows for leave and expenses
- Document expiry tracking with alerts
- Forms library, dashboard and recorded walkthrough
Not included in this package
- Payroll processing or WPS submission
- Legal advice on employment law or contracts
- HR software licence fees
- Data entry above 50 employees (available as an extra)
Need any of these? Ask when you start the project and we will quote it alongside this package.
From start to handover in 7 working days
The delivery clock starts once payment is received, your intake form is complete and the content, assets and access listed below have been supplied. Approvals and verification controlled by third parties (for example Google, Meta, domain registrars or payment providers) follow those providers’ own timelines.
- Day 0–1
HR review
We review current employee records, forms and approval habits.
- Day 2
Design
Fields, workflows, approvers and permissions are agreed.
- Day 3–5
Build
Database, request workflows, tracking, alerts and forms are built.
- Day 6
Data and testing
Employee data is loaded and workflows are tested with managers.
- Day 7
Training and handover
HR and managers are trained and the system is handed over.
Client inputs
Once you start, you receive a short intake form. Delivery runs on schedule when these are ready:
- Current employee list with key details and document expiry dates
- Existing HR forms and policies
- Leave entitlements and approval rules
- Names of approvers and HR administrators
- Access to your workspace platform
Excluding VAT. Third-party subscriptions billed separately.
- Delivered in 7 working days
- One consolidated round of revisions included
- Everything set up in your name and handed over
- Recorded walkthrough of how to use it
The starting price covers the scope described on this page. Larger requirements are quoted before any payment is taken.
What happens after you start
- Within 1 working day
Confirm the fit
We review your request, confirm the package and scope are right for you, and send the invoice and intake form.
- Day 0
Payment and intake
You pay the invoice and complete the intake form, then share the content, assets and access listed on this page.
- Delivery clock running
We build
Vault produces, quality-checks and presents the work for your review on the stated timeline.
- Final day
Handover
You receive everything, with access, a walkthrough and a recommendation for the next system worth adding.
HR & Employee System Setup questions
Is this an HR software subscription?
No. Vault sets up the system on platforms suited to you, such as Microsoft 365, Google Workspace, Zoho People or similar. You own it and pay any licences directly.
Does it handle payroll?
The system tracks the data payroll needs, but payroll processing and WPS submission remain with your payroll provider or accountant.
Is it aligned to UAE requirements?
Fields and trackers are designed around UAE employment administration, such as visa and Emirates ID tracking. It is not legal advice; contracts and policies should be reviewed by a qualified adviser.
Can employees submit requests themselves?
Yes. For a full employee portal, see the Employee Self-Service HR Hub, which builds on this system.
What about hiring?
Pair this with the Hiring & Recruitment System, or for staffing support see Vault’s Manpower & Recruitment business.
Packages that work with this one
Employee Onboarding System
A structured first-day-to-first-90-days onboarding flow for every new hire.
Employee Self-Service HR Hub
One portal where employees request leave, submit expenses, find documents and get answers.
HR Policy & Employee Handbook
A branded employee handbook and core HR policies, structured around UAE employment practice.
Hiring & Recruitment System
A careers page, application forms, candidate pipeline, interview scorecards and offer templates.
Automation & Workflow Setup
Forms, notifications, approvals and document routing that run automatically.
Business Dashboard & Reporting System
A live dashboard of the numbers that matter: sales, pipeline, jobs, cash and team activity.