Transform Your healthcare staffing services with Staff-Vault
From automated candidate matching to real-time compliance management, Staff-Vault’s applicant tracking system for healthcare staffing streamlines your operations, saves time, and improves the quality of every hire.
Best applicant tracking system for staffing | Staff Vault (Smarter Hiring, One Feature at a Time)
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Applicant Tracking System (ATS)
Smarter Hiring Built for Real-World Staffing Needs
Staff-Vault's ATS is designed to help you move fast, stay compliant, and hire with confidence - all in one place. With structured screening, reference checks, real-time match scoring, and clear candidate statuses, it gives your team a powerful edge without unnecessary complexity. -
Job Intake & Custom Screening
- Multi-channel Job Posting: Easily publish job openings to top boards like Indeed, ZipRecruiter, and LinkedIn.
- Screening Templates by Role: Customize screening requirements for each job title
- Define what documents, licenses, and references are needed.
- Screening Checklists: Built-in checklists help recruiters and HR verify each applicant's progress.
- Reference Collection: Request and store professional references with status indicators -
Smart Resume & Candidate Evaluation
- Match % Scoring: Automatically compare resume content with job descriptions.
- Tier-Based Categorization: Assign Tier 1, Tier 2, or Tier 3 ratings.
- Structured Candidate Profiles: Centralized view with resume, documents, notes, and checklist status.
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Simple, Trackable Candidate Flow
Pipeline Stages: Not Reviewed Reviewed Candidate
- Move candidates between statuses with one click.
- Filter applicants by job, tier, or status.
- Full timeline of notes, communications, and document uploads. -
Communication & Engagement Tools
- In-System Messaging: Notify candidates when documents are pending or updates occur.
- Document Requests: Ask for specific missing documents with system alerts.
- Activity Timeline: Track all communication, actions, and updates per can -
Compliance at Every Step
- Document Vault with Expiry Tracking: Visual flags for valid, expiring, or expired documents.
- Screening & Reference Logs: Record of received and verified references.
- Checklist Completion Status: Instant view of submitted and missing screening documents -
Security
- HIPAA-grade security.
- Role-based access control.
- Complete audit logs of actions performed in the system.
Applicant Tracking System (ATS)
Smarter Hiring Built for Real-World Staffing Needs
Staff-Vault's ATS is designed to help you move fast, stay compliant, and hire with confidence - all in one place. With
structured screening, reference checks, real-time match scoring, and clear candidate statuses, it gives your team a
powerful edge without unnecessary complexity.
Job Intake & Custom Screening
- Multi-channel Job Posting: Easily publish job openings to top boards like Indeed, ZipRecruiter, and LinkedIn.
- Screening Templates by Role: Customize screening requirements for each job title
- Define what documents, licenses, and references are needed.
- Screening Checklists: Built-in checklists help recruiters and HR verify each applicant's progress.
- Reference Collection: Request and store professional references with status indicators
Smart Resume & Candidate Evaluation
- Match % Scoring: Automatically compare resume content with job descriptions.
- Tier-Based Categorization: Assign Tier 1, Tier 2, or Tier 3 ratings.
- Structured Candidate Profiles: Centralized view with resume, documents, notes, and checklist status.
Simple, Trackable Candidate Flow
Pipeline Stages: Not Reviewed Reviewed Candidate
- Move candidates between statuses with one click.
- Filter applicants by job, tier, or status.
- Full timeline of notes, communications, and document uploads.
Staff-Vault | Applicant Tracking System (ATS) (Smarter Hiring, One Feature at a Time)
Smarter Hiring Built for Real-World Staffing Needs
Staff-Vault’s ATS is designed to help you move fast, stay compliant, and hire with confidence – all in one place. With
structured screening, reference checks, real-time match scoring, and clear candidate statuses, it gives your team a
powerful edge without unnecessary complexity.
– Multi-channel Job Posting: Easily publish job openings to top boards like Indeed, ZipRecruiter, and LinkedIn.
– Screening Templates by Role: Customize screening requirements for each job title
– Define what documents, licenses, and references are needed.
– Screening Checklists: Built-in checklists help recruiters and HR verify each applicant’s progress.
– Reference Collection: Request and store professional references with status indicators
– Match % Scoring: Automatically compare resume content with job descriptions.
– Tier-Based Categorization: Assign Tier 1, Tier 2, or Tier 3 ratings.
– Structured Candidate Profiles: Centralized view with resume, documents, notes, and checklist status.
Pipeline Stages: Not Reviewed Reviewed Candidate
– Move candidates between statuses with one click.
– Filter applicants by job, tier, or status.
– Full timeline of notes, communications, and document uploads.
– In-System Messaging: Notify candidates when documents are pending or updates occur.
– Document Requests: Ask for specific missing documents with system alerts.
– Activity Timeline: Track all communication, actions, and updates per can
– Document Vault with Expiry Tracking: Visual flags for valid, expiring, or expired documents.
– Screening & Reference Logs: Record of received and verified references.
– Checklist Completion Status: Instant view of submitted and missing screening documents
– HIPAA-grade security.
– Role-based access control.
– Complete audit logs of actions performed in the system.
Why Staff-Vault’s Applicant Tracking System Empowers Healthcare Staffing Agencies
Built for the fast pace of modern staffing services, Staff-Vault brings structure, visibility, and compliance to every stage of the hiring process. This intelligent applicant management platform enhances recruiter productivity while maintaining the highest standards for data security and healthcare compliance.
Custom screening by position and specialty
Tiered scoring and intelligent match analysis
Streamlined candidate flow for organized recruitment tracking
Automated checklists and digital reference verification
Built-in communication tools with smart reminders
Fully compliant, secure environment for healthcare staffing operations
Staff-Vault enables agencies to move from manual processes to a connected system that accelerates placements and ensures every credentialed hire meets regulatory standards.
Comprehensive Tools to Optimize Every Step of Recruitment
More than an ATS, Staff-Vault delivers a unified solution for candidate tracking, onboarding, and background screening for employment. Designed around the needs of healthcare and professional recruiters, it centralizes all data and actions into one intuitive interface..
From automated resume parsing and compliance monitoring to integrated employment background checks and credential tracking, Staff-Vault simplifies complex staffing workflows. Agencies gain real-time insights through detailed analytics and ATS tracking dashboards — ensuring efficient placements, improved transparency, and measurable growth across their staffing operations.
AI-Powered Candidate Matching
AI-Driven Candidate Matching: Find the Perfect Fit, Faster.
Staff-Vault’s intelligent AI matching engine identifies the best candidates for your roles instantly. By analyzing resumes, skill sets, experience, and even behavioral patterns, it ensures you're always connected with the right talent, reducing time-to-hire and improving placement quality.
Custom Onboarding Forms
Tailor Your Onboarding Experience: Seamless & Comprehensive.
Create completely custom onboarding forms to gather all necessary information for each candidate. Whether it’s personal data, emergency contacts, or crucial certifications, Staff-Vault ensures every detail is captured seamlessly and stored securely.
HIPAA-Compliant Document Verification
Secure & Compliant Document Management: Stay Audit-Ready
Effortlessly upload and manage critical documents such as licenses, certifications, and insurance information—all within a HIPAA-compliant system. Our secure storage and tracking ensure you stay audit-ready and protect sensitive data at all times.
Shift Requests & Scheduling
Real-Time Shift Requests & Intelligent Scheduling
Empower your staff to manage their own availability, request shifts, and receive instant notifications for new opportunities. Staff-Vault’s intuitive scheduling system integrates seamlessly with your team’s needs, offering unparalleled flexibility and ease in workforce deployment.
Patient Referral Management (Healthcare-Specific)
Streamlined Patient Referral Management: End-to-End Tracking
For healthcare providers, Staff-Vault tracks patient referrals from start to finish. Our platform helps manage the entire process—from receiving the referral to assigning the right caregiver, ensuring a seamless, efficient, and transparent workflow for patient care.
Authorization & Utilization Checks (Healthcare-Specific)
Real-Time Authorization & Utilization Verification
Ensure complete compliance with insurance authorizations. Staff-Vault’s built-in authorization check verifies whether services are covered by insurance in real-time, preventing costly mistakes and ensuring smooth billing processes.
Comprehensive Communication Logs
Track All Communications in One Central Place
Staff-Vault meticulously logs every interaction—from emails and interviews to text messages and notifications—ensuring you have a complete, auditable record of all communications. This is perfect for compliance, dispute resolution, and significantly reducing administrative overhead.
Global Workforce Map
Real-Time Global Workforce Visibility
Staff-Vault’s interactive global map allows you to track the real-time location and availability of your staff, no matter where they are. Get instant visibility of your entire workforce and monitor performance across regions and sites.
Screening & Background Checks
Real-Time Global Workforce Visibility
Ensure the safety and reliability of your hires with integrated screening tools. Staff-Vault connects with trusted background check providers to screen candidates for criminal records, employment history, and other critical factors, giving you peace of mind.
Mobile App for Staff Management
Empowering Mobile Access for Field Staff
Give your staff the ultimate flexibility to manage shifts, communicate, and update their availability on the go with Staff-Vault’s intuitive mobile app. It’s perfect for field workers and any staff needing real-time access to schedules and essential communications.
AI-Driven Candidate Matching: Find the Perfect Fit, Faster.
Staff-Vault’s intelligent AI matching engine identifies the best candidates for your roles instantly. By analyzing resumes, skill sets, experience, and even behavioral patterns, it ensures you’re always connected with the right talent, reducing time-to-hire and improving placement quality.
Tailor Your Onboarding Experience: Seamless & Comprehensive.
Create completely custom onboarding forms to gather all necessary information for each candidate. Whether it’s personal data, emergency contacts, or crucial certifications, Staff-Vault ensures every detail is captured seamlessly and stored securely.
Secure & Compliant Document Management: Stay Audit-Ready
Effortlessly upload and manage critical documents such as licenses, certifications, and insurance information—all within a HIPAA-compliant system. Our secure storage and tracking ensure you stay audit-ready and protect sensitive data at all times.
Real-Time Shift Requests & Intelligent Scheduling Empower your staff to manage their own availability, request shifts, and receive instant notifications for new opportunities. Staff-Vault’s intuitive scheduling system integrates seamlessly with your team’s needs, offering unparalleled flexibility and ease in workforce deployment.
Streamlined Patient Referral Management: End-to-End Tracking For healthcare providers, Staff-Vault tracks patient referrals from start to finish. Our platform helps manage the entire process—from receiving the referral to assigning the right caregiver, ensuring a seamless, efficient, and transparent workflow for patient care.
Real-Time Authorization & Utilization Verification Ensure complete compliance with insurance authorizations. Staff-Vault’s built-in authorization check verifies whether services are covered by insurance in real-time, preventing costly mistakes and ensuring smooth billing processes.
Track All Communications in One Central Place Staff-Vault meticulously logs every interaction—from emails and interviews to text messages and notifications—ensuring you have a complete, auditable record of all communications. This is perfect for compliance, dispute resolution, and significantly reducing administrative overhead.
Real-Time Global Workforce Visibility Staff-Vault’s interactive global map allows you to track the real-time location and availability of your staff, no matter where they are. Get instant visibility of your entire workforce and monitor performance across regions and sites.
Real-Time Global Workforce Visibility Ensure the safety and reliability of your hires with integrated screening tools. Staff-Vault connects with trusted background check providers to screen candidates for criminal records, employment history, and other critical factors, giving you peace of mind.
Empowering Mobile Access for Field Staff Give your staff the ultimate flexibility to manage shifts, communicate, and update their availability on the go with Staff-Vault’s intuitive mobile app. It’s perfect for field workers and any staff needing real-time access to schedules and essential communications.
Automatically parses candidate resumes and compares them with job descriptions to calculate a matching percentage. Clicking on the match reveals detailed document validation, helping recruiters make quick and informed decisions.
Get real-time smart alerts for expiring credentials, shift status updates, and pending onboarding tasks—ensuring no critical step is missed in your staffing workflow.
AI-Driven Candidate Matching: Find the Perfect Fit, Faster.
Staff-Vault’s intelligent AI matching engine identifies the best candidates for your roles instantly. By analyzing resumes, skill sets, experience, and even behavioral patterns, it ensures you’re always connected with the right talent, reducing time-to-hire and improving placement quality.
Tailor Your Onboarding Experience: Seamless & Comprehensive.
Create completely custom onboarding forms to gather all necessary information for each candidate. Whether it’s personal data, emergency contacts, or crucial certifications, Staff-Vault ensures every detail is captured seamlessly and stored securely.
Secure & Compliant Document Management: Stay Audit-Ready
Effortlessly upload and manage critical documents such as licenses, certifications, and insurance information—all within a HIPAA-compliant system. Our secure storage and tracking ensure you stay audit-ready and protect sensitive data at all times.
Real-Time Shift Requests & Intelligent Scheduling Empower your staff to manage their own availability, request shifts, and receive instant notifications for new opportunities. Staff-Vault’s intuitive scheduling system integrates seamlessly with your team’s needs, offering unparalleled flexibility and ease in workforce deployment.
Streamlined Patient Referral Management: End-to-End Tracking For healthcare providers, Staff-Vault tracks patient referrals from start to finish. Our platform helps manage the entire process—from receiving the referral to assigning the right caregiver, ensuring a seamless, efficient, and transparent workflow for patient care.
Real-Time Authorization & Utilization Verification Ensure complete compliance with insurance authorizations. Staff-Vault’s built-in authorization check verifies whether services are covered by insurance in real-time, preventing costly mistakes and ensuring smooth billing processes.
Track All Communications in One Central Place Staff-Vault meticulously logs every interaction—from emails and interviews to text messages and notifications—ensuring you have a complete, auditable record of all communications. This is perfect for compliance, dispute resolution, and significantly reducing administrative overhead.
Real-Time Global Workforce Visibility Staff-Vault’s interactive global map allows you to track the real-time location and availability of your staff, no matter where they are. Get instant visibility of your entire workforce and monitor performance across regions and sites.
Real-Time Global Workforce Visibility Ensure the safety and reliability of your hires with integrated screening tools. Staff-Vault connects with trusted background check providers to screen candidates for criminal records, employment history, and other critical factors, giving you peace of mind.
Empowering Mobile Access for Field Staff Give your staff the ultimate flexibility to manage shifts, communicate, and update their availability on the go with Staff-Vault’s intuitive mobile app. It’s perfect for field workers and any staff needing real-time access to schedules and essential communications.
Find the Plan That Fits Your Business
Whether you’re a small healthcare agency or a large staffing company, Staff-Vault has the right plan for you. Compare our flexible pricing tiers and choose the features that truly suit your needs and scale with your growth.
Compare All Plans
| Feature | Basic Plan | Professional Plan | Enterprise Plan |
|---|---|---|---|
| AI Candidate Matching | ✔️ | ✔️ | ✔️ |
| Onboarding Workflows | ✔️ | ✔️ | ✔️ |
| Document Verification | ✔️ | ✔️ | ✔️ |
| Shift Scheduling | ❌ | Multi-Location(Up to 3 Locations) | Multi-Location (Up to 5 Locations) |
| Patient Referral Tracking | ❌ | ✔️ (Healthcare Only) | ✔️ (Healthcare Only) |
| Global Workforce Map | ❌ | ✔️ | ✔️ |
| Customizable Roles & Permissions | ✔️ | ✔️ | ✔️ |
| Advanced Reporting & Analytics | ❌ | ✔️ | ✔️ |
| 24/7 Support | ✔️ | ✔️ (Email & Chat) | ✔️ (Phone & Email) |
| Dedicated Customer Success Manager | ❌ | ✔️ | ✔️ |
| Custom Integrations | ❌ | ❌ | ✔️ |
| Unlimited Users | ❌ | ❌ | ❌ |
| Price (Monthly) | $199 | $349 | $599 |
