Wellcome Trust - an independent charitable foundation - Verature

Wellcome Trust

“The team at Verature deserve a round of applause; they have made this a really easy project to manage and have been brilliant at understanding our requirements and delivering Verature, the Shift Handover and our Induction Video. We would not hesitate to recommend the Verature system.”

Jo Grunert, Facilities & Workplace Project Manager, Wellcome Trust

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126,694
Total Visits*

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439
Approved Contractors*

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2,131
Completed Inductions*

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Why the Wellcome Trust moved to a flexible system that could match their compliance needs…

With numerous external contractors coming onto site, the Wellcome Trust needed a new system in place to provide and improve a standard process and replace their current system that no longer met their compliance and security requirements.

Before Verature…

Wellcome Trust were working with a system that had become unsupported and failed to meet the needs of the team when the system could no longer be configured.


  • Lacking a standardised process to managing contractors, using manual paper-based processes and a failing legacy database system.
  • Visitors simply manually sign in and are given a pass and door key to allow access into different areas on site, with no sufficient tracking process.
  • Contractors are manually sent out a questionnaire to then be completed and sent back to the Operations Team via a back-and-forth email exchange.
  • Cannot easily search information in the current system and do not have the visibility of expiry dates of documents such as insurances and questionnaires.
  • Contractors attending site must complete a Wellcome Trust Company Induction as well at Site. Inductions are given manually and on site, followed by a paper-based assessment.
  • Manually writing and inputting data into a daily occurrences book as part of their security procedures in their shift handover process.

With Verature…

A flexible and modern tailor-made system, managing contractor compliance and helping standardise their process to manage contractors coming on to site.


  • A new system managing all key contractor data in one central location to bring data and information together simply and easily in one system.
  • Automates how visitors and contractors sign in or out of site with the options of three different kiosk modes and pass tracking, which all provide the perfect solution for ongoing security.
  • Can automate questionnaire and document requests using Verature and contractors can instantly upload their own insurance documents, training records, risk assessments, method statements etc., in any format, while having the ability to version documents and set review and expiry dates to maintain 100% compliance.
  • Instantly see real-time information on their contractor management process, with data visuals on a digital health and safety dashboard to see what needs doing next, and what is expiring and needs attention.
  • Their own induction video created by the Verature team, which can be easily distributed along with a pre-qualify induction questionnaires so the contractor can do remote inductions before arriving on site with verification questions which can only be answered with attention to the video content.
  • A personally developed and integrated Shift Handover Database to update security information in real time and automate email notifications and reduce time spent compiling data from multiple sources.

Wellcome Trust struggled to find a system on the market that could meet their contractor compliance and security needs, until they saw Verature.

Wellcome Trust are a charitable foundation that it is both politically and financially independent, existing to improve health for everyone by helping great ideas to thrive. Supporting scientists and researchers; Wellcome take on big problems, fuel imaginations and sparks debate.

To manage contractors onsite, the organisation was working with a system that had become unsupported and failed to meet the needs of the team when the system could no longer be configured. Wellcome were looking for a new system that could be tailored to their requirements and help standardise their process to manage contractors coming on to site.

The Verature Visitor Management and Contractor Control System has enabled Wellcome to gain control and automation with its contractor management process. Additionally, Verature’s flexibility and their developments team’s skills has also enabled the organisation to replace their daily occurrence book by building a Shift Handover Database into the system.

The Verature system is providing Wellcome with the most efficient, cost effective and user-friendly system that allows them to easily share information across the organisation and have clear visibility over their contractors.

Through initial consultancy meetings, the team at Verature was able to identify and evaluate Wellcome’s need for change and how they wanted to move forward with the benefits that Verature system could offer. Working collaboratively, the development team at Verature has enabled Wellcome’s Verature system to provide:

  • A collaborative system for Wellcome, security and maintenance to seamlessly work together and reflects organisation workflow and terminology.
  • A Contractor Onboarding Process to standardise data being collected.
  • A Video and Questionnaire Induction Process to simplify pre-qualification and reduce admin.
  • A Database of Contractors which includes relevant health and safety, risk assessments and RAMS documents.
  • Ability to do offsite audits to avoid bottlenecks and improve production.
  • Individual user dashboards: through user permissions dashboards now focus the team on work relevant to them.
  • Shift Handover Database to update security information in real time and automate email notifications and reduce time spent compiling data from multiple sources.

“We knew internally there was a need to replace our CAS database and find a new system, but we were struggling to see a system on the market that offered the right amount of core functionality and flexibility to be configured to our needs.”

“We had seen an introduction video and demonstration of the Verature Visitor Management and Contractor Control system and immediately could see the benefits of this fantastic system. Through working initially with the Verature development team and their consultancy services, we were able to map out the needs of the team and plan requirements for a new system. We were impressed how the Verature team were able to understand our ideas and quickly provide solutions which fitted and automated our processes.”

Photo of Jo Grunert Jo Grunert Facilities & Workplace Project Manager

“Verature has significantly helped us improve how we manage our Contractors coming on to site and improve overall productivity of the team. We now have our very own animated Induction Video and Online Questionnaire ensuring all our contractors go through the same process. The development teams’ ability to develop our Daily Occurrence Book into the Verature system is brilliant! It is making it far easier to update and access our security information; they have visualised and automated this perfectly.”

Photo of Jo Grunert Jo Grunert Facilities & Workplace Project Manager
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