Features
Everything you need to manage compliance evidence
Built from the ground up for UK construction businesses. Not a repurposed document manager with “compliance” bolted on.
Core
Evidence vault
Upload and organise every certificate, insurance document, training record, and policy in one secure location. Tag by type, assign to clients or sites, and find anything instantly with search and filters.
- 14 evidence types — from employers’ liability to DBS checks
- Automatic file versioning with full history
- Drag-and-drop upload from desktop or mobile
- In-app preview for PDFs, images, and documents
- Batch upload for onboarding large document sets
Data
CSV import
Onboard your existing records in minutes, not hours. Upload a CSV of your evidence items and map columns to ComplianceVault fields — certificates, insurance, training records, and more are created in bulk.
- Map CSV columns to evidence fields with a preview before import
- Supports all 14 evidence types in a single upload
- Validates dates, types, and required fields before committing
- Duplicate detection to prevent re-importing existing records
- Download a ready-made CSV template to get started quickly
Data
Data export
Your data is yours. Export evidence records, client lists, and compliance history as CSV files at any time. No lock-in, no hoops to jump through.
- Export evidence items with all metadata as CSV
- Filter exports by type, client, status, or date range
- Download all uploaded files as a ZIP archive
- Export audit trail and compliance pack history
- Ideal for reporting, backups, or migrating between systems
Automation
Renewal tracking
Set reminder rules per evidence type and get notified before certificates expire. No more finding out your insurance lapsed when a client asks for it.
- Configurable reminders — 30, 60, or 90 days before expiry
- Push notifications and in-app alerts
- Dashboard overview of upcoming and overdue renewals
- Rules apply across your entire organisation automatically
Workflow
Compliance packs
Build reusable templates for each client specifying which evidence types they require. When they ask for your paperwork, generate a complete compliance pack in seconds.
- Template builder with per-client requirements
- One-click pack generation as downloadable ZIP
- Compliance scores showing what’s met and what’s missing
- Clone templates between clients to save time
Sharing
Secure sharing
Share compliance packs with clients and auditors via time-limited secure links. Recipients don’t need an account — just click the link and view or download the pack.
- Time-limited links with automatic expiry
- No account required for recipients
- Track when packs are accessed
- Revoke access at any time
Team
Team planMulti-site management
Assign evidence and team members to specific sites. Filter your dashboard by site to see only what’s relevant. Built for organisations managing compliance across multiple locations.
- Unlimited sites on the Team plan
- Site-scoped evidence and team views
- Assign members to specific sites
- Site selector in the navigation for quick switching
Governance
Team planApproval workflows
Evidence submissions are reviewed before going live. Owners and admins can approve or reject uploads with notes — keeping your compliance records clean and verified.
- Evidence enters “pending” status on upload
- Approve or reject with optional notes
- Self-approval prevention for accountability
- Full approval history in the audit trail
Security
Team planAudit trail
Full log of every action taken in your organisation. Who uploaded what, who approved what, when things were shared. Exportable as a PDF report for external audits.
- Timestamped log of all user actions
- Filterable by action type, user, and date
- Export as PDF audit report
- Tamper-proof — entries cannot be edited or deleted
Access
Role-based permissions
Three roles — Owner, Admin, and Member — with granular permission controls. Decide exactly who can manage clients, delete evidence, share packs, and more.
- 11 individual permission keys
- Per-role configuration at the organisation level
- Members see only what they’re allowed to
- Owners retain full control at all times
Why switch
ComplianceVault vs Spreadsheets
Most construction businesses start with a shared spreadsheet or a folder on someone’s desktop. It works until it doesn’t. Here’s how ComplianceVault compares.
| Spreadsheets | ComplianceVault | |
|---|---|---|
| Expiry reminders | Manual diary entries | Automatic email + push alerts |
| Client compliance packs | Manually assemble files each time | One-click ZIP generation |
| Sharing with clients | Email attachments, WeTransfer | Secure, time-limited links |
| File versioning | "Certificate_v3_FINAL_v2.pdf" | Automatic version history |
| Audit trail | None | Every action logged and exportable |
| Multi-site visibility | Separate sheets or tabs per site | Site-scoped views, one login |
| Mobile access | Pinch-to-zoom on a tiny screen | Native iOS & Android app |
| Finding a specific certificate | Ctrl+F and hope for the best | Search, filter, done |
“We spent half a day every month chasing expiry dates in a spreadsheet. Now we just check the dashboard.”
— What we hear from early users
Frequently asked questions
- What evidence types does ComplianceVault support?
- ComplianceVault supports 14 evidence types including employers’ liability insurance, public liability, professional indemnity, CSCS cards, DBS checks, ISO certifications, CHAS, SSIP accreditations, training records, and health & safety policies.
- Can I import existing compliance records?
- Yes. The CSV import feature lets you upload a spreadsheet of your existing records, map columns to ComplianceVault fields, and import everything in bulk. Validation and duplicate detection are built in.
- How does secure sharing work?
- When you share a compliance pack, ComplianceVault generates a time-limited secure link. Recipients can view and download the pack without creating an account. You control the expiry date and can revoke access at any time.
- Do I need both the mobile app and the web portal?
- They work together but serve different purposes. The mobile app is for capturing evidence on site — snapping photos of certificates, uploading documents. The web portal is for admin tasks — managing your team, configuring permissions, running reports. You can use either or both.
- What happens when a certificate expires?
- ComplianceVault tracks every expiry date and sends configurable reminders (30, 60, or 90 days before). Expired items are flagged on the dashboard and in client compliance scores so nothing slips through the cracks.
See it in action
Start a free trial and explore every feature. No credit card, no commitment.