VITALHUB UK LIMITED

Accent Leave Manager

HR management, training and education system supporting the multi-professional workforce. Accent is a comprehensive suite of fully-integrated facilities enabling the HR team to manage every aspect of the workforce; from setting up establishments, managing recruitment and rotations within programmes, to the on-going monitoring and assessment of career performance.

Features

• Centralised leave requests with configurable approval workflows
• Supports multiple leave types and complex entitlement rules
• Automated notifications and rule-based approvals reduce delays
• Real-time tracking of leave balances and budgets
• Expense management linked directly to leave applications
• Full audit trails ensure transparency and compliance
• Powerful reporting on absence, spend, and usage trends
• Cloud-based, mobile-friendly access anytime, anywhere
• Integrates with HR and payroll systems
• Scalable platform with onboarding, training, and support

Benefits

• Simplify leave management with one central, intuitive system
• Gain real-time visibility into team availability instantly
• Automate approvals to save time and delight employees
• Stay compliant with configurable absence and holiday policies
• Empower employees through easy self-service leave requests
• Sync seamlessly with payroll for accurate balances
• Turn absence data into actionable workforce insights
• Manage leave anytime, anywhere with mobile access
• Adapt quickly using flexible rules for every team
• Protect employee data with enterprise-grade security

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at operationsuk@vitalhub.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

947251585732796

Contact

Mr. Colin Garrod
+442045833142
operationsuk@vitalhub.com

About your service

• Service categories:

  Applications

  Production and operations

  • Other operations
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Access to our help desk is limited to the service hours defined within this document, although the core service hours can be extended on request (at an additional charge). VitalHub will notify the client of any planned service disruption or downtime, although we reserve the right to temporarily restrict access to the service outside of normal Service Hours without notice to undertake system upgrades or maintenance.
• System requirements: Provision of industry standard browsers for each PC

User support

• Email or online ticketing support: Yes
• Support response times: Immediately by Email, with other response and resolution times defined by a service level agreement as part of the contract.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: We use the Freshworks web chat widget, which is already designed to meet core accessibility standards such as keyboard navigation and screen‑reader compatibility. Our testing has focused on validating that these features to work as expected for our users. While we haven’t run formal sessions with assistive‑technology users, we rely on Freshworks’ accessibility compliance and supplement it with our own practical checks to confirm usability.
• Onsite support: Yes
• Support levels: Priority and timescale; P1 (High): Full system outage – no users at all can use the system. Resolve 4 hours.; P2 (Medium): Partial system outage – a significant number of users are affected: Resolve: 1 business day; P3 (Low): Minor – a handful of users or a part of the system is not working to Specification: Resolve 3 business days; P4 (Query) : Minimal impact: Resolve 20 business days
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Training is delivered in accordance with the needs of each organisation. We will develop individual, tailored training courses specific to the needs of the individuals being trained.; Training can be delivered using a variety of different methods including cascade (train-the-trainer) training, classroom-style demonstrations, focus groups, workshops, online webinars and video tutorials.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data is extracted upon request in a format dependent on future needs.
• End-of-contract process: The following activities can take place at the end of the contract:; - Analysis and design: We would be keen to either provide the replacement system, or provide consultancy around the nature of the requirement. This would include comprehensive legacy analysis of the existing system to inform the requirements of the next (additional cost); - Configuration and change management: Any change requests or defect reports will be passed to the developers of the subsequent system (additional cost); - Data will be provided as IFF (included); - Operations and support: The final release will still be supported until it is finally removed as long as this stage is still within contract(included); - Transition consultancy: General consultancy is offered to enable the move to the replacement system. This may include consultancy around data migration and, specifically, around the data schema (additional cost)
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Different layout and page structure but you should be able to do everything on either a full size browser or a mobile screen.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The service is access through a responsive, web-based user interface that adapts to different screen sizes. It is designed primarily for use on desktop and tablet devices and provides role-based access to functionality and reporting through a standard web browser.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: None
• API: No
• Customisation available: Yes
• Description of customisation: The have many options to customise how a user might navigate through there work flow, most of these are managed by system settings and are tenant specific.

Scaling

• Independence of resources: Accent leave manager is a fairly consistent system, meaning that we do not generally get massive spikes in user activity. This allows the system to work as a user would expect most of the time with the resources it was provisioned with. However should this occur, the resources in the database server can be scaled up and additional IIS boxes can be added to the load balancer.

Analytics

• Service usage metrics: Yes
• Metrics types: Individual usage metrics available for system administrators via the UI. Broader service usage metrics can be provided on request.
• Reporting types: Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: NCSC approved service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Other
• Other data at rest protection approach: Encryption at rest of all Data using native SAN SED encryption; Database TDE Encryption and Data at rest is encrypted using AES256 encryption
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Data export is available within the UI using grid controls.
• Data export formats:
  • CSV
  • Other
• Other data export formats: XLS
• Data import formats: Other
• Other data import formats: XLS

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
  • Other
• Other protection within supplier network: All environments utilise separate physical hardware and all networks are segregated using VLAN's, all network perimeters (internal and external) are secured with network firewalls, all servers utilise software firewalls, all environments utilise separate authentication, there are multiple layers of physical security - secured electronic perimeter gates, biometric locks on external and internal doors, 24 hour monitored CCTV, 24 hour security patrols

Availability and resilience

• Guaranteed availability: Vitalhub will endeavour to make the service available without disruption during Service Hours; however allowances should be made within this period for essential service downtime to enable critical software upgrades and system maintenance to be carried out. Vitalhub provides all clients with an SLA (service level availability) that guarantees the availability of the service. The SLA generally guarantees availability of 99.5% during business hours however this is agreed with the client to meet their particular requirements.
• Approach to resilience: The solution contains multiple redundance layers to ensure it remains resilient in the event of an issue. It is hosted in a load-balanced environment which allows near-instant migration to alternative servers as required. Data held is replicated within the environment to two separate locations ensuring that issues affecting either equipment or the location itself can be addressed through a failover.
• Outage reporting: Uptime monitor informs the internal teams of outages, these are then acted upon by support or the product teams.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
  • Other
• Other user authentication: The system uses ASP.net Core Identity to manage password storage and validation, this conforms to the industry standard security requirements. MFA can be turned on if the user desires.
• Access restrictions in management interfaces and support channels: Security objects governed what a user can do and these are broken down in to permissions, i.e. Create, Read etc in X or Y section, then security objects are broken down in to Admins and Non Admins objects, meaning non admins cannot accidentally get admin permissions. Then there are the data filters which allow the admins to have customisable data access and the non admins data access is governed by rules, i.e. you can see X if you are a member of Y.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
  • Other
• Description of management access authentication: Management access involves having a specific additional claim associated to the user, this allows them access to areas of the site that are for internal use only. There is no way via the UI or database stored procedure to grant this claim, so it has to be done by hand by a admin who has permission to the database directly.

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials, Cyber Essentials plus, DSPT organisation code 8JF22, ISO9001, ISO14001
• Information security policies and processes: VHUK follows the corporate suite of ISO 27001, ISO 9001, NHS Cyber Essentials Plus, and UK GDPR–aligned information security policies, covering governance, access control, asset management, information classification, cryptography, HR and user responsibilities, incident management, operations and network security, physical security, supplier management, change control, design and development, business continuity, internal audit, non‑conformance, customer feedback, and document control. VHUK reports into the Global Security, Compliance, and Privacy governance structure, with local control owners accountable for UK execution. Compliance is ensured through mandatory training, control ownership, evidence collection, internal and external audits, supplier reviews, access reviews, incident response processes, and corrective action tracking.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: VHUK follows ISO 27001 & 9001, CE+, GDPR, & SOC‑aligned configuration & change management processes. All configuration items & service components are maintained in the corporate CMDB, with approved baselines applied & monitored for compliance.; All changes to infrastructure, applications, & configurations follow a formal ITIL‑based Change Management process, including logging, risk assessment, testing, review, & approval. Security & privacy impacts—such as PHI/PII, access control, vulnerabilities, & availability—are mandatory considerations.; Compliance is ensured through mandatory training, local control ownership, continuous monitoring, audits, CAB oversight, evidence collection, incident review, & corrective action tracking, ensuring controlled, secure, & auditable changes.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vitalhub subscribes to/utilises multiple vulnerability alert/information services including - MS-ISAC, NCSC, CIS, Symantec, Microsoft, OWASP, the information provided is reviewed and corrective action taken to correct/mitigate any issues. Monthly vulnerability scans are carried using multiple tools to test for vulnerabilities internally and externally, the results and action are recorded and reviewed as part of the organisations security management.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Vitalhub utilise an SIEM (Security Information and Event Management Solution) for protective monitoring. The SIEM solution monitors and analyses the logs from web servers and other key systems.
• Incident management type: Supplier-defined controls
• Incident management approach: VHUK follows an ISO27001‑ and CE+‑aligned Incident Management Policy and Procedure to ensure incidents are reported, assessed, and resolved promptly to maintain secure and available services. All incidents must be reported immediately to management or the InfoSec Team. Incidents are logged with full details and initial actions taken. The InfoSec Team assesses severity and coordinates containment, eradication, and recovery, with high‑risk incidents escalated in line with corporate timeframes. All security incidents are recorded in accordance with ISO27001 procedures to support tracking, root‑cause analysis, corrective actions, and prevention of recurrence. Corporate Security provides oversight, with VHUK responsible for local compliance.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Health and Social Care Network (HSCN)

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Bristish Assessment Bureau
• ISO/IEC 27001 accreditation date: Wednesday 30 July 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: British Assessment Bureau
• ISO 9001 accreditation date: Wednesday 30 July 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 6a42672e-b586-48b2-b6c9-f1f6c81c8129
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 42ba2f56-2d16-4cb1-925a-0d87644122b9
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Plans for positive actions with community groups.

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of issues relating to entering the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at operationsuk@vitalhub.com. Tell them what format you need. It will help if you say what assistive technology you use.