Staffing company manual

Audience: staffing company owners and administrators using /app. Businesses hiring the agency should use the business customer manual.

Reviewed: 2026-10-18. Edition: 1.1. Quick answers: staffing company help.

Start and select your company

1. Open /app and sign in with your administrator account. If invited, accept the private administrator invitation first using the intended email/account.
2. Confirm the company shown in the workspace. Under Company workspaces, select the intended company and choose Switch company when you have multiple memberships.
3. Resolve unsaved edits before switching. Company records and permissions are separate; switching does not copy them.

New company signup is available only when enabled by the platform. Existing administrators can use Create company workspace to create an empty company. This does not copy another company's workers/events or create a paid subscription automatically.

Understand saving

Roster, directory, certification, event, assignment and ordinary time-review edits are prepared in your browser. Use the header's Save changes, then wait for All changes saved. Closing a drawer alone is not server persistence.

Team access, invitations, email settings, timezone, call-off decisions and clock actions have their own immediate save actions. The application blocks several of these while ordinary workspace edits are unsaved. Resolve those edits first.

If another user has changed the company, a stale save is rejected. Preserve your intended changes in a safe note, reload the latest workspace and reapply only what is still appropriate. Do not repeatedly submit the stale version. Reports reflect the loaded workspace; reload to receive newer worker submissions.

Set up people and company records

1. In Workers, choose Add worker. Enter the correct profile details, positions and status, then save the workspace.
2. Open the profile to maintain position pay rates, availability, certifications and internal notes. Review any scheduling conflicts after changing these records.
3. Use Clients & venues to maintain customer and location records. Link events to saved records so reporting can follow them across renames. A directory record grants no portal access.
4. If workers will use clock capture, the owner should set the company timezone under Company workspaces. It applies to new captures; existing captures keep their saved timezone.

An On hold worker cannot receive new assignments but retains existing assignments and portal access. Use Worker portal access to disable that company's account access when required.

Position pay rates are copied into new assignments. Changing the profile default does not rewrite past assignment rates. Certifications record your agency's verified information; the application does not authenticate documents or define which credentials your business requires.

Invite a worker

1. Save the worker profile and verify its email.
2. Open the profile's Worker portal access → Worker invitations.
3. Choose Create worker invitation for a private link, or Email worker invitation when company email is configured.
4. Share a private link only with the intended recipient. Email selection queues a message; it does not prove receipt.
5. After acceptance, use Refresh account access to verify the linked account.

An existing worker uses their worker password when joining another company. Changing the roster email does not change the account's sign-in email and can invalidate outstanding invitations. Revoke or replace obsolete invitations. Company portal disablement revokes that company's sessions; restoring access requires a new sign-in.

Plan and publish an event

1. Choose Create event and enter the event date, client, venue and scheduled times. Add the needed position groups, quantities and rates.
2. Assign eligible workers to main crew or backup slots. Read blocked-assignment reasons rather than trying to bypass them.
3. Check worker-facing attire, instructions, venue directions and timing. Keep internal notes out of worker-facing fields.
4. Review conflicts, staffing coverage and captured assignment rates.
5. Choose Publish event when ready, then Save changes. Assigned workers can see their own published assignments.

One worker may have only one new assignment per scheduled start date within a company, including draft/published events and main/backup slots. Overlap checks also apply across midnight. New or changed assignments must satisfy positions, availability and configured certification requirements. There is no administrator override for those checked transitions.

Availability may contain several daily windows. A shift must fit continuous available coverage; a gap blocks it. Date overrides replace weekly hours for that date. Changes to availability or qualifications do not automatically cancel retained assignments, so review existing conflicts before publishing.

Use Copy event to prepare a new draft and inspect its details before saving/publishing. Do not treat a copy as a worker confirmation or a sent notification.

Communicate and handle changes

Saved published assignment changes can create worker inbox notices. Draft edits and private notes do not notify workers. Notices are historical records; workers must refresh to see updates, and reading a notice does not confirm a shift.

For email, use Schedule → Email published assignments after saving. Choose a published event, preview eligible recipients and explicitly queue the batch. Publishing alone does not send assignment email. Review skips for unlinked, disabled, on-hold or mismatched-email workers.

A worker may decline an eligible pending assignment immediately with a reason. For a confirmed assignment, a call-off request leaves the assignment in place until your agency releases it. Open Review call-off requests, review the reason, then release or deny with a note. For urgent coverage, contact the worker/customer directly and verify the saved schedule afterward.

Assignment-mail history can include existing or deleted events and can be exported. A failed/cancelled assignment message can be retried only if the current saved event, recipient and eligibility still match. If the event changed, preview and queue its current version. Invitation mail history is separate and does not have the same manual retry control.

Review time and exports

Workers may submit decimal hours on confirmed, unapproved assignments. 6.5 means six hours thirty minutes. Clock capture follows a separate review process.

1. Use Reports → Time review to find unapproved recorded time and open the event's Review hours workflow. Resolve newer server changes before reviewing.
2. For captures, open Time & payroll → Clock capture review. Stop a forgotten running clock with an explanatory note if necessary.
3. Review elapsed time, breaks and history. Enter explicit paid hours for a stopped capture, or exclude an eligible unapplied capture to allow manual time entry.
4. Approve time through the normal approval controls. Applying capture hours is not approval. Approved hours must be reopened before correction.
5. Review filters and download the appropriate payroll/report CSV. Share it only with authorized recipients.

Clock durations do not determine paid break policy. Paid-hour review accepts 0–24 decimal hours; normal approval requires positive hours and a confirmed assignment. Gross base pay is based on recorded hours and captured rates. The software does not calculate statutory overtime, taxes or deductions, pay workers, or generate customer staffing invoices.

Owner controls

Under Company workspaces, owners manage the company team, administrator invitations, timezone, email delivery and available subscription billing features. Keep at least one active owner. Access changes apply immediately and can require fresh sign-in.

For email, select the provider and enter approved sender details. Saved credentials are not displayed. A blank secret retains credentials only for the same provider/account configuration. Review Email delivery history for invitation status. Recovery/signup email uses a separate platform sender, so working invitations do not prove recovery delivery.

Billing options appear only when enabled. Review the recurring price and terms on the provider's page before agreeing. Subscription invoices concern this software subscription, not your agency's invoices to customers. Contact the platform operator for configured invoice terms or capacity issues.

End of day

Save pending edits; review unconfirmed shifts, call-offs, coverage conflicts and time awaiting approval. Refresh relevant histories. Resolve urgent staffing changes with people directly. Sign out when finished, especially on a shared device.

Further detail: scheduling limits (repository reference), certifications (repository reference), clock review (repository reference), email (repository reference), time reports (repository reference).

In-app help and manuals

Open /help/staffing-company-manual for this guide, or /help to browse all audiences and search public topics. Choose Agency help & manual (new tab) before sign-in or Help & manuals (new tab) in the workspace footer. Company workspaces also links to the company manual; the footer links to business customer help. Workspace help links open a new tab so existing edits stay in place. Use Quick help or Full manual to switch views, and On this page to jump to a topic. Your browser’s Print command can print or save a guide. Availability depends on the installed release.

Repository references are available to authorized maintainers in the private source documentation. Contact your agency or platform support for assistance. Use your browser’s Print command to print or save this guide.