Requesting Workers from the Portal
How a client site user asks the agency for workers from the client portal, follows the request until every place is booked, and what the agency sees when it arrives.
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Overview
One form for the client, one notification for the agency.
Before you start
- Client portal: a portal user with the Approver or Supervisor role. A Viewer can see requests but cannot raise them.
- At least one site ticked for the user. On a client with more than one site, a user with no site ticked sees nothing until the agency ticks their sites.
- Agency side: anyone who can open Schedule > Shifts in the agency console (Admin, super admin or the Coordinator preset) books the workers.
A request from the portal becomes an open requirement on the agency's Shifts board for that client and site. It does not book anyone by itself. The agency books the workers as normal, and the portal shows how many places are filled.
Send a Request
About a minute per request.
Client portal: Request Workers. You can also click the Request workers tile on the portal Dashboard.
Pick a shift template (optional)
If the agency has set up templates for you, choose one under Shift template. It fills in the start, end and break. You can still change the times.
Choose the site and date
Pick the Location and the Shift date. Only the sites ticked for your account are listed. The date cannot be in the past.
Set the times and headcount
Enter Start, End and Break (mins). An end time earlier than the start is an overnight shift, for example 22:00 to 06:00. Enter how many workers you need in Headcount.
Add the role and notes
Type the Job role if it matters (the box suggests roles you have used before). Use Notes for dress code, the gate to report to, or anything else the workers need to know.
Send it
Click Send request. A green message confirms it, and the request appears under My requests straight away.
My Requests
Watch the places fill.
The My requests table on the same page lists your client's portal requests from the last 30 days and any that are still to come. It shows the date, time, site, role, how many places are booked, and the status.
| Status | Meaning |
|---|---|
| Open | Nobody is booked yet. |
| Part filled | Some places are booked. Booked shows how many, for example "2 of 3". |
| Filled | Every place is booked. You get a notification on the portal bell. |
| Cancelled | The agency cancelled the requirement. |
A booking that is later cancelled, or marked sick or no-show, no longer counts as booked, so a filled request can drop back to part filled.
What the Agency Sees
Where the request lands.
A notification on the bell
In the agency console the bell shows "Staffing request from" and the client name, with the headcount, role, date, times and site. The request is also written to the audit log.
The request on the Shifts board
Agency console: Schedule > Shifts. Clicking the notification opens the board on the right week with the request open. Until it is booked, the cell shows as Unfilled demand, then Partial and Filled. The notes start with "[Portal request by" and the portal user's name.
Book the workers
Assign workers to the requirement as you would for any other shift. See Creating shifts. The portal updates on its own as places fill.
Client dashboard: Schedule > Shifts shows the same requirement on the board. The client dashboard has no notification bell, so check the board.
Limits
What the form does not do.
Troubleshooting
Common messages.
| You see | What to do |
|---|---|
| No Request Workers in the menu | Your role is Viewer. Ask the agency or your client admin to change it, or ask a colleague who is an Approver or Supervisor. |
| "Your account is not linked to a site yet" | Your client has more than one site and none is ticked for you. Ask the agency to tick your sites. |
| "No locations are set up for your account yet" | The agency has not added your sites yet. |
| "The shift date cannot be in the past" | Pick today or a later date. |
| "That location is not available for your account" | The site is not ticked for you. Ask the agency. |
Know who turned up, and pay every hour right.
Face-verified clock-ins, live geofencing and payroll-ready timesheets in one system. Tell us how your shifts run and we will show you how it fits.
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