Pricing and plans
Transparent pricing for an occupational safety management system
VIMS is billed as a subscription: pick a ready-made plan or build a configuration from single modules. You do not pay for people who only read documentation — employee accounts and QR access are free and unlimited.
All amounts are net, in Polish zloty. VAT at the rate applicable on the invoice date is added to every invoice.
This price list applies from 1 January 2026. Document version 3.0.
How VIMS licensing works
VIMS is a platform for managing occupational health and safety, environmental protection and quality, delivered as a subscription service. The operator is Varilo.
Fees are not charged per person reading documentation. An employee scanning a QR code at a workstation to open a safety data sheet or instruction needs no account and counts towards no limit. You pay only for the people who actually work in the system: administrators and operational staff.
Functional scope
A ready-made bundle, or individually selected single modules built on the V-IMS Core base licence.
Organisation size
The number of employees on file plus limits on record resources: safety data sheets, machines, stock item codes and contractor companies.
Specialist add-ons
Lone worker protection and the AI assistant with smart data import — billed separately, independently of the plan.
Who counts towards the limit and who uses VIMS for free
The type of access decides whether a person consumes the plan allowance. This is the most common source of confusion when comparing EHS systems, so we spell it out.
| Type of access | Rights | Effect on price |
|---|---|---|
| Admin account | Full management of the organisation, data and configuration | Limited by the plan allowance |
| Operational account (manager, foreman, HR, stores) | Editing within the assigned scope and approving documents | Limited by the plan allowance |
| Employee account | Own training, acknowledgements, reports | Free, unlimited |
| QR code access (no account) | Reading safety data sheets, instructions and risk assessments | Free, unlimited |
| Lone worker device | Monitoring an employee working alone | Billed as an add-on |
Track A
Track A — plans for workplaces
For organisations that keep their own safety documentation. The workplace owns the data and administers the organisation.
Basic
Complete occupational safety documentation for a small site
299PLN net / month
Sites with up to 50 employees that run their own safety documentation.
- Employees on file
- up to 50
- Admin accounts
- 2
- Operational accounts
- 5
- Employee accounts
- unlimited
- Locations / sites
- 1
- Document storage
- 10 GB
- History and archive
- 24 months
- Support
- e-mail, 48 h
Professional
Full module scope for a mid-sized site
699PLN net / month
Sites up to 250 employees: chemicals, PPE stock, machinery, contractors and audits in one place.
- Employees on file
- up to 250
- Admin accounts
- 10
- Operational accounts
- 40
- Employee accounts
- unlimited
- Locations / sites
- 3
- Document storage
- 50 GB
- History and archive
- unlimited
- Support
- e-mail and phone, 24 h
Enterprise
Multi-site organisation without caps
1,499PLN net / month
Large, multi-site organisations with an EHS team, data exchange and corporate sign-in.
- Employees on file
- unlimited
- Admin accounts
- unlimited
- Operational accounts
- unlimited
- Employee accounts
- unlimited
- Locations / sites
- unlimited
- Document storage
- 250 GB
- History and archive
- unlimited
- Support
- dedicated manager, 8 h
30 days free on the Professional plan, no payment card required.
Basic covers the core of safety documentation: employee records with medicals and training, occupational risk assessments, the accident and incident register, instructions with QR codes, tasks with field mode, permits to work with LMRA and safety talks. That is enough for a site organising its documentation for the first time and moving away from spreadsheets.
Professional adds the areas that in practice appear together: the chemical register with safety data sheets, personal protective equipment stock, machinery registers and inspections, contractor supervision, internal audits, root cause analysis, online training and the AI assistant. This is the typical configuration for a manufacturing site of one hundred to two hundred and fifty people.
Enterprise removes the caps on employees, accounts and locations, raises record capacity and unlocks data export, API integration and corporate sign-in. It is aimed at multi-site organisations and EHS teams working across several locations at once.
Module scope across plans
Full comparison of the features available in each of the three workplace plans.
| Module | Basic | Professional | Enterprise |
|---|---|---|---|
| Employee records, medicals and training | |||
| Occupational risk assessments | |||
| Accidents, incidents and occupational diseases | |||
| Instructions, documents and QR codes | |||
| Tasks, inspections and field mode | |||
| Permits to work and LMRA | |||
| Safety talks | |||
| Chemicals and safety data sheets | |||
| PPE stock and equipment | |||
| Machinery registers and inspections | |||
| Contractors and site access | |||
| Internal audits | |||
| Root cause analysis | |||
| Online training (e-learning) | |||
| AI assistant and smart data import | |||
| Lone worker protection | add-on | add-on | add-on |
| Data export, API and corporate sign-in (SSO) |
Calculator
Calculate your plan
Pick a plan or let the calculator find the cheapest one. Modules included in the plan are ticked automatically — add the rest one by one and the calculator immediately shows whether a higher plan pays off.
People in the site's records. Employee accounts and QR access are free.
Number of phones covered by fall detection and the SOS button. The module is in beta.
Recommended configuration
Professional
699PLN net / month
8.74 PLN per employee per month
With annual billing: 6,990 PLN net — Saving across the year: 1,398 PLN
What makes up the price
- Base subscription — Professional699 PLN
What you get in this configuration
- Every module included: chemicals, PPE stock, machinery, contractors, audits, RCA, e-learning and AI assistant.
- Up to 250 employees, 10 admin accounts, 40 operational accounts, 3 locations.
- 60 AI assistant tasks per month and an archive with no time limit.
- E-mail and phone support with a 24 h response.
This calculation is illustrative and is not a binding offer. Amounts are net, excluding VAT.
Record resource limits
Limits are technical safeguards. They are set many times above the real needs of a safety function in an organisation of the given size.
Their purpose is to keep VIMS in the role of a safety management system and to prevent it being used as a substitute warehouse, maintenance or ERP system, for which the platform was not designed and which it does not support.
A limit applies only when the module is included in the plan or has been purchased. A dash means the module is not in the plan and no allowance exists for it.
| Record resource | Basic | Professional | Enterprise |
|---|---|---|---|
| Safety data sheets (active) | — | 250 | 1,000 |
| Chemical agents in exposure assessment | — | 500 | 2,000 |
| Active contractor companies | — | 35 | unlimited |
| Contractor staff per company | — | 30 | unlimited |
| PPE stock item codes | — | 200 | 500 |
| Machines and equipment in the register | — | 150 | 500 |
| Active risk assessments | 50 | 300 | unlimited |
| AI assistant tasks (per month) | 0 | 60 | 150 |
| E-learning courses | — | 25 | 100 |
| Lone worker devices | per add-on | per add-on | per add-on |
Safety data sheets
- Only sheets with active status, assigned to products in circulation, count towards the limit.
- Sheets for withdrawn products move to the archive and stop counting, while the legally required retention period is preserved.
- Employee access to a sheet, including QR scanning at the workstation, is unlimited and free.
Contractors
- The number of active external companies is counted, not the number of their workers.
- Contractor staff do not count towards your own employee record limit.
- Ending cooperation and archiving a company frees a slot; entry and training history stays available.
Stock and machinery
- The stock limit covers unique item codes, not the number of issues or quantities held.
- The machinery register covers units subject to inspection and supervision; it is not a spare-parts ledger.
- Items withdrawn from use and moved to the archive do not consume the limit.
When a limit is approaching
- At 80% usage the system notifies the organisation administrator.
- At 100% only the addition of new items of that type is blocked.
- Existing data stays fully available: reading, editing, reporting, printing and export.
- Archiving unused items frees space and unblocks adding immediately, with no need to contact the operator.
Single modules — individual configuration
An organisation that does not need a full plan can build an individual configuration: the V-IMS Core base licence plus selected modules billed separately.
An individual configuration fits two situations. The first is a site that keeps HR and training in another program and expects one specific area from an EHS system — most often the chemical register with QR access at workstations. The second is an organisation rolling VIMS out in stages, starting with a single module before the whole documentation moves in.
Every individual configuration requires a base licence. Specialist modules do not work alone — they need the employee records, department structure and permissions that the base licence provides.
V-IMS Core base licence
The base licence covers the organisation account, employee records, department structure, permission management, documents with QR codes, tasks and field mode.
V-IMS Core Solo
149PLN net / month
up to 50 employees, 1 admin account, 3 operational accounts, 5 GB
V-IMS Core Standard
299PLN net / month
up to 250 employees, 3 admin accounts, 15 operational accounts, 20 GB
Category A — specialist modules: 249 PLN net per module per month
| Module | Monthly price | Limits in the single-module version |
|---|---|---|
| Chemicals and safety data sheets | 249 PLN net | 150 active sheets, 300 agents |
| Online training (e-learning) | 249 PLN net | 25 courses, unlimited participants |
| Machinery registers and inspections | 249 PLN net | 100 machines and devices |
Category B — operational modules: 179 PLN net per module per month
| Module | Monthly price | Limits in the single-module version |
|---|---|---|
| PPE stock and equipment | 179 PLN net | 100 item codes |
| Contractors and site access | 179 PLN net | 20 external companies |
| Internal audits | 179 PLN net | unlimited audits |
| Occupational risk assessments (extended) | 179 PLN net | 150 active assessments, full methods |
Category C — supplementary modules: 119 PLN net per module per month
| Module | Monthly price | Limits in the single-module version |
|---|---|---|
| Root cause analysis (RCA) | 119 PLN net | full methodology, unlimited analyses |
| AI assistant and smart data import | 119 PLN net | 20 tasks per month |
| Permits to work and LMRA (extended) | 119 PLN net | unlimited permits |
The break-even rule
| Configuration | Monthly cost | Conclusion |
|---|---|---|
| Basic + chemicals | PLN 299 + 249 = 548 | cheaper than the Professional bundle |
| Basic + chemicals + PPE stock | PLN 299 + 249 + 179 = 727 | more than Professional (PLN 699) — switching bundle is advised |
| Basic + chemicals + machinery | PLN 299 + 249 + 249 = 797 | PLN 98 more than Professional |
| Core Solo + chemicals | PLN 149 + 249 = 398 | for organisations that only need the chemical register |
- An individual configuration is by design more expensive per function than a bundle. The bundle is the promotional offer in exchange for a wider deployment scope.
- Single-module pricing is built so that an individual configuration stays attractive with one specialist module only. From two modules up, the bundle becomes cheaper.
- A single module can be added to Basic. Professional and Enterprise already contain every module, so they are extended with capacity add-ons instead.
- Switching from an individual configuration to a bundle takes effect immediately, with the current period's fee credited.
- Dropping a module takes effect from the next billing period; that module's data stays readable and downloadable for 90 days.
Track B
Track B — partner programme for EHS offices
For specialists and firms providing EHS services to several organisations. The partner keeps client documentation in one panel, with full data isolation between client companies.
The partner programme solves the problem every EHS office faces: documentation for a dozen clients scattered across folders, spreadsheets and mailboxes. In the partner panel each client company is a separate organisation with its own deadlines, registers and history, and the specialist switches between them from a single account.
Track assignment does not depend on the employment form of the person keeping the documentation or on the profile of the organisation, but on how the system is used: who owns the data and who does the work in it.
Partner Mikro
149PLN net / month
29,80 PLN net per client company
- Client companies
- up to 5
- Employees per company
- up to 50
- Total employee pool
- 250
- Partner specialist accounts
- 2
- Safety data sheets per company
- 30
- Machines per company
- 20
- AI tasks included
- 40 / month
Partner Standard
249PLN net / month
16,60 PLN net per client company
- Client companies
- up to 15
- Employees per company
- up to 50
- Total employee pool
- 750
- Partner specialist accounts
- 5
- Safety data sheets per company
- 30
- Machines per company
- 20
- AI tasks included
- 80 / month
Partner Pro
399PLN net / month
13,30 PLN net per client company
- Client companies
- up to 30
- Employees per company
- up to 50
- Total employee pool
- 1,500
- Partner specialist accounts
- 10
- Safety data sheets per company
- 50
- Machines per company
- 30
- AI tasks included
- 150 / month
- Additional company above the plan limit: PLN 29 per month.
- Partner plans do not include multi-site support, API integration or corporate sign-in.
- A client company can buy its own subscription at any time and take over its data with full history — the data belongs to the company, not the partner.
- Crossing 50 employees in a client company requires moving it to its own Track A subscription. The partner keeps access as an invited specialist.
- A partner who moves a client company onto its own subscription receives a 20% commission on the first year's subscription value.
Workplace track versus partner track
| Feature | Track A — workplace | Track B — EHS partner |
|---|---|---|
| Owner of the organisation and data | the workplace | the EHS office or specialist |
| Invoice recipient | the workplace | the partner |
| Employee limit per company | 50 / 250 / unlimited | 50 — hard technical cap |
| Operational accounts on the site side | yes, full role structure | none |
| Approval workflows on the site side | yes | none |
| Access for site employees | employee accounts and QR codes | read-only access and QR codes |
| Accounts with edit rights | roles inside the site organisation | partner specialists only |
External EHS specialists and B2B cooperation
| Situation | Solution in VIMS | Who pays |
|---|---|---|
| Site up to 50 people, served by an external specialist | company kept in the specialist's partner plan | the EHS specialist |
| Site above 50 people, served by an external specialist | its own Track A subscription, specialist invited as lead EHS specialist | the workplace |
| Site of 600 people, three employees and one B2B contractor | Enterprise subscription, all four people on admin accounts | the workplace |
| Specialist serves own clients and one large site | partner plan for clients plus an invitation to the site organisation | separately: the partner and the site |
Add-ons and capacity extensions
Billed independently of the base plan, in the same invoicing cycle.
Lone worker protection
Fall and no-motion detection for employees working alone, with an alarm button, location and notifications. Billed per protected device.
Lone Worker Starter
99PLN net / month
up to 3 protected devices · 33,00 PLN per device
Alarm history: 30 days
- Fall and no-motion detection
- SOS alarm button
- Location and dispatcher map
- E-mail notifications
- Phone app running in the background
Lone Worker Pro 10
249PLN net / month
up to 10 protected devices · 24,90 PLN per device
Alarm history: 12 months
- Fall and no-motion detection
- SOS alarm button
- Location and dispatcher map
- E-mail notifications
- Phone app running in the background
Lone Worker Pro 25
499PLN net / month
up to 25 protected devices · 19,96 PLN per device
Alarm history: 24 months
- Fall and no-motion detection
- SOS alarm button
- Location and dispatcher map
- E-mail notifications
- Phone app running in the background
- The module is marked as beta. It supports work organisation and does not replace the supervision required by law for work in conditions of particular danger.
- Above 25 devices: PLN 19 per additional device per month.
- Also available standalone, without a V-IMS subscription — plus PLN 49 per month for account and notification handling.
- The licence is tied to the device, not the person — a phone can be handed over between shifts.
AI assistant and smart data import
Billed per task. One task is a single AI-assisted operation.
| Item | Tasks | Price |
|---|---|---|
| Included in Basic / Professional / Enterprise | 0 / 60 / 150 per month | included |
| AI module in an individual configuration | 20 per month | PLN 119 |
| Small top-up | +100 tasks | PLN 79 |
| Large top-up | +300 tasks | PLN 199 |
| Annual pack | +1,500 tasks | PLN 890 |
| Bring your own AI key (BYOK) | unlimited | PLN 0 |
- One task is a single AI-assisted operation: a draft risk assessment, recognising the column layout of an imported file, analysing an activity profile or summarising a document.
- Unused subscription tasks do not roll over; topped-up tasks are valid for 12 months.
- The assistant's output is always a draft and requires approval by an authorised person before entering the documentation.
- Personal data is stripped from content before it is sent for processing.
- An organisation can switch AI features off entirely in settings, with no impact on other modules.
Capacity extensions
They raise a chosen limit without moving to a higher plan. Available for Professional and Enterprise, for partner plans and for individual configurations.
| Extension | Scope | Monthly price |
|---|---|---|
| Safety data sheets | +100 sheets | 49 PLN net |
| Machines and equipment | +100 items | 79 PLN net |
| PPE stock item codes | +100 item codes | 49 PLN net |
| Contractor companies | +20 companies | 49 PLN net |
| Employees on file | +100 people | 99 PLN net |
| Admin accounts | +5 accounts | 99 PLN net |
| Operational accounts | +10 accounts | 79 PLN net |
| Additional site / location | +1 location | 149 PLN net |
| Document storage | +50 GB | 39 PLN net |
Usage scenarios and calculations
Illustrative configurations based on typical organisational situations.
One-person EHS office serving 10 small companies
The specialist supervises ten companies employing between 8 and 45 people.
- Subscription: Partner Standard (up to 15 companies)
- PLN 249
Total: PLN 249 per month — PLN 24.90 per client company
At service rates of PLN 350–600 per company the tool costs about 5% of the specialist's revenue.
Manufacturing site, 140 employees
Paint shop and assembly, 180 chemical products, 90 machines, two employees on night duty in the boiler room.
- Subscription: Professional
- PLN 699
- Add-on: Lone Worker Starter (3 devices)
- PLN 99
Total: PLN 798 per month — PLN 5.70 per employee
Site of 45 people: chemicals and safety documentation
The organisation keeps records, medicals and training plus an extensive chemical register; it uses no stock, machinery or contractor modules.
- Subscription: Basic (up to 50 people)
- PLN 299
- Single module: Chemicals and safety data sheets (150 sheets)
- PLN 249
Total: PLN 548 per month instead of PLN 699 for Professional
The individual configuration saves PLN 151 per month; adding a second module levels the cost with Professional.
Company of 40 with its own HR system
The organisation runs HR in an external program and needs a chemical register with QR access at workstations.
- Base licence: Core Solo (up to 50 people)
- PLN 149
- Single module: Chemicals and safety data sheets
- PLN 249
Total: PLN 398 per month
Site of 600 employees, three EHS staff and a B2B contractor
A large multi-site organisation with an EHS team combining employees and B2B cooperation.
- Subscription: Enterprise (no employee cap)
- PLN 1,499
- B2B specialist access: admin account in the organisation
- PLN 0
- Add-on: Lone Worker Pro 10
- PLN 249
Total: PLN 1,748 per month — PLN 2.91 per employee
The employment form of the person keeping the documentation does not affect licensing.
Site with heavy chemical turnover
80 employees, 380 chemical products, extensive personal protective equipment management.
- Subscription: Professional (250 sheets included)
- PLN 699
- Capacity add-on: Safety data sheets +200
- PLN 98
Total: PLN 797 per month instead of PLN 1,499 for Enterprise
A capacity add-on avoids moving to a higher bundle whose remaining features the organisation does not need.
Service company with mobile staff
18 technicians working alone at client sites, minimal in-house documentation.
- Subscription: Basic (up to 50 people)
- PLN 299
- Add-on: Lone Worker Pro 25 (18 devices)
- PLN 499
Total: PLN 798 per month — PLN 27.70 to protect one technician
Commercial terms
Billing rules, the trial period and how data is handled after cooperation ends.
Billing
- Prices are net; VAT at the rate applicable on the invoice date is added to every invoice.
- Monthly or annual billing in advance; with annual billing two months are free.
- Upgrades take effect immediately, prorated for the remaining period.
- Downgrades and dropping a single module take effect from the next billing period.
- Add-ons, single modules and capacity extensions are billed in the same cycle as the base subscription.
Trial and onboarding
- Free trial: 30 days on the Professional plan, no payment card required.
- Help migrating documentation from previous programs is free within the import tools available in the system.
- Assisted onboarding, team training and individual configuration are quoted separately.
Data and termination
- The agreement runs for an indefinite term with a one-month notice period.
- After termination the data stays downloadable for 90 days in open formats.
- After that period the data is permanently deleted from the operator's systems, following the procedures set out in the data processing agreement.
- A client company in a partner plan owns its data and can move it to its own subscription at any time.
- The operator may change the price list with 30 days' notice; the change does not apply to billing periods already paid.
Pricing questions we hear most often
Employee accounts are free and unlimited, as is QR access without an account. Only admin and operational accounts, plus the number of people on file, count towards the plan allowance.