Beta — copy of the production from October 22, 2026, erased on November 21, 2026.

Vigilo
Help centerDocumentation (PDF)

Organization settings

Settings that apply to the whole organization. Owners and administrators change them (the full export and the closure: owners only); every change is recorded in the audit log.

Organization

Organization name and default language (the language of emails to third parties and contacts who have not chosen theirs). Country, time zone and currency are set at creation: write to support to change them. The service level says who handles third parties who do not answer: a Vigilo adviser (assisted) or you (self-service).

Fields and buttons
Organization name
Shown to third parties in the portal and in emails.
Default language
Language of the emails to third parties and to contacts who have not chosen theirs.
Country
Set at creation; write to support to change it.
Time zone
The organization's reference time (due dates, scheduled sends), except for a site with its own time zone. Set at creation.
Currency
Default currency of amounts. Set at creation.
Service level
Self-service: you are told when a third party does not respond. Assisted: a Vigilo adviser calls them.
Have Vigilo make the calls
Asks support to switch to the assisted service.
Group
The group the organization is a subsidiary of: it sees your rates and requirement counts, never your documents, third parties or contacts.

Branding and sender

Logo (portal, emails and PDFs), main button colour, sender name, reply-to address (confirmed by email) and footer of the emails sent to your third parties.

Fields and buttons
Logo
Shown in the third-party portal, emails and PDFs.
Brand colour
Colour of the buttons in emails and the portal; empty: Vigilo's.
Use Vigilo colours
Goes back to Vigilo's colours.
Sender name
The name third parties see in their mailbox; empty: the organization's name.
Reply address
Third parties' replies arrive there once the address is confirmed by the link sent; until then, they go to the requirement's owner.
Email footer
Text added at the bottom of emails to third parties; Vigilo's legal notices always follow.

Setup help

The dashboard steps that guide a new account: check the organization, the reminder calendar and the email sent to third parties, then add sites, third parties, types and requirements up to the first reminder. Hidden by “Do not show this help again” or “Hide this help”, it is turned back on here and starts again at the beginning: the defaults are to be confirmed again. Owners and admins.

Fields and buttons
Turn the help back on
Puts the help back on the dashboard at the first step: the defaults are to be confirmed again; what already exists stays ticked.

Automatic reminders

Main switch (off: no email is sent to third parties, no reminder, rejection notice or acknowledgement), sending days and time (each recipient's local time, between 06:00 and 16:30) and maximum number of reminders per contact over 7 days. The firmness of each type is set on its record.

Fields and buttons
Automatic emails to third parties
Main switch: off, no email goes to third parties (reminders, receipts, rejection and validation notices).
Sending days
Days when reminders go out. A contact receives one email a day at most, and no more reminders over 7 days than the maximum set here: beyond it, the send waits.
Sending time
Local time of each recipient, between 06:00 and 16:30.
Approval email to the third party
Off: the sender only sees the validation on the portal; receipts and rejection notices are unchanged.
See the calendar and the messages sent
Opens the Reminders page: schedule, next sends and messages sent.

Weekly digest

Day the digest is sent to owners, administrators and managers who see the whole organization (documents to check, requirements overdue or close to their due date), or “Not sent”. Nothing is sent when there is nothing to report. Each member can also turn it off in their notifications.

Fields and buttons
Day sent
Day of the summary to members who see the whole organization; nothing goes out when there is nothing to report.
Not sent
No weekly summary.

Dashboard

Green and orange thresholds of the compliance rate, and how waivers count: as compliant, or left out of the rate.

Fields and buttons
Green threshold (%)
From this rate up, the dashboard is green.
Orange threshold (%)
Between this threshold and green: orange; below: red.
Waived requirements count as compliant
Ticked: waivers count as compliant; otherwise they are left out of the rate.

Statuses and steps

Status names: rename the statuses shown to your team; screens and on-screen reports show your names, exported files, the API and indicators keep the standard names. Optional step: a reminder step to tick on each requirement. Separation of duties: whoever submits for a third party does not approve; a waiver takes effect once another administrator approves it. Reading of the documents: choose whether an AI reads hard-to-read documents, including those that name employees. Deposited files: keep files exactly as deposited, or let Vigilo replace them with a compressed copy 30 days after the decision.

Fields and buttons
Status names
Your names for the statuses, on screen; exports, the API and indicators keep the standard names. Empty: standard name.
Optional step
A checkbox on each requirement, a reminder for your team; nothing runs. Its date appears in exports and the API.
Step name
The name of this checkbox (e.g. “Entered in the ERP”).
Separation of duties
Whoever submits evidence for a third party does not approve it; as an option, a waiver takes effect only after another administrator agrees. Needs at least two members who can do it.
Reading of the documents
A required field that cannot be read locally (scan, blurred photo) is read by an AI, without training its models; never for a type with a code or health data. A second box adds the documents that name employees (professional cards, residence permits). You always confirm.

Lists and delays

Add your own site types and equipment kinds: they join the delivered values in the forms, the import, the compliance types and the criteria of the rules. A value an active site or equipment item, a rule or a type carries cannot be removed: change them first. The three delays (first document, “Expiring soon”, grace period) are suggested to each new compliance type.

Fields and buttons
Added site types
Your site types, added to the values provided in forms, imports, types and rules.
Added equipment types
Your kinds of equipment, added in the same way.
Time limits of a new compliance type
First evidence, “Expiring soon” and grace period offered for each new compliance type.

Third parties

Two checks, off by default, applied on screens, at import and through the API. “Company number required”: a company can neither be created without a number nor lose its number; individuals are exempt. “Refuse an invalid company or VAT number”: the number is refused instead of flagged. Only what changes is checked: a third party already recorded can still be edited. “Show them” opens the list of companies without a number.

Fields and buttons
Company number required
A company without a number is refused at creation; a number can no longer be erased. Individuals are exempt.
Refuse an invalid company or VAT number
SIREN, SIRET, RNA (France), company number (United Kingdom) and EU VAT checked; elsewhere, any number is accepted.
Periodic check at the official registers
How often Vigilo re-checks the companies at the registers (Sirene, VIES) on its own; “Never” leaves the check to the button on the third party's page.

Equipment

Maximum quantity per equipment line. Lowering it does not change the quantities already entered.

Fields and buttons
Maximum quantity per line
Maximum quantity of an equipment line; lowering it does not change the quantities entered.

Sign-in security

Require two-factor authentication for every member, allow or not sign-in with a password (otherwise with a link or a code received by email), allow viewers to export reports, shorten the maximum session length (8 hours to 30 days). “Vigilo team access to your documents” (off by default) lets the team open your approved evidence to help you, except health data; each visit is listed in the log. Assisted service: the documents the Vigilo team checks open to it without this access or a reason.

Fields and buttons
Require two-factor authentication
Members without two-factor authentication turn it on at their next sign-in; their current sessions are closed.
Allow sign-in with a password
Off: sign-in only with a link or a code received by email, a passkey or SSO.
Allow readers to export reports
Off: viewers see reports without being able to export them.
Maximum session length
After this time since signing in, each member signs in again (8 hours: one working day). Sessions already open count from the save: nobody is signed out on the spot.

Data retention

Number of months after the end of the relationship before Vigilo offers to anonymize a third party you no longer work with.

Fields and buttons
Months after the end of the relationship
From 12 to 120 months after the relationship ends, Vigilo offers to anonymize the third party; nothing is erased without an owner's confirmation.
See the third parties concerned
Lists the third parties to anonymise today and those due within the next 12 months, with the date of their last activity; a delay typed and not saved is applied to the list. Third parties under a legal hold are only counted.

Legal holds

The holds in force, on a third party, a requirement or the whole organization: while a hold is active, the data concerned can be neither erased nor anonymized. Each hold has a reason and a “Review on” date; account health lists the ones to review.

Fields and buttons
Lift the hold
Ends the hold, with a reason: the data can be erased again under the retention rules.

Export all your data

Owners only. A ZIP file of all your data and the files received, prepared in the background: an email tells you when it is ready, then the link expires.

Fields and buttons
Export all the organization's data
ZIP of all your data and files, prepared in the background; an email tells you when it is ready. Owners only.

Close the organization

Owners only. The account becomes read-only and reminders stop. You can cancel for 30 days; after that the organization is closed and its data deleted 90 days later. Export your data first.

Fields and buttons
Close the organization
Owners only: the account turns read-only and reminders stop; data deleted 90 days after closure.
Cancel the closure
Cancels the closure, possible for 30 days.

Restoration of your data

Owners only. When the Vigilo team offers to put your data back to a date of the last 7 days (after a wrong import, for example), the request appears here with its reason and what would change. “Confirm the restoration” or “Refuse”; without an answer within 72 hours, nothing changes. Members, access, the log and the e-mails sent do not change.