Employer Portal Features:

The Agency Portal includes all the features of the Employer Portal, giving agencies access to powerful tools for posting jobs, tracking employees, and managing communications. Agencies can perform all the following functions on behalf of their clients (employers):

• Job Posting & Management: Post jobs, set qualifications, pay rates, and manage job expiration.
• Live GPS Monitoring: Track employees’ locations and work hours using real-time GPS.
• Direct Messaging: Communicate with employees directly once a job offer is accepted.
• Work Timer and Employee Timesheets: Track employee work hours, breaks, and job details. Export and manage timesheets.
• Performance Rating System: View and manage star ratings based on employer feedback.
• Drag-and-Drop Scheduler: Create, manage, and modify work schedules using the visual calendar interface.

Agencies can leverage these features to operate on behalf of their employers and manage the temp workers provided to each company.

Add and Manage Employers

Agencies can add and manage multiple employers they provide workers to. This section allows agencies to build and maintain a detailed employer database.

Required Employer Details:

Each employer is treated as a client, and the agency can store important details for seamless job management and billing. When adding a new employer, the following information is required:

• Name: The name of the employer or company.
• Address: Physical location where workers may be required.
• Contact Person: The primary point of contact for this employer.
• Phone Number: Contact number for communications regarding jobs and staffing.
• Email Address: Contact email for notifications, job confirmations, and invoicing.
• Billing Dates: Specify when billing cycles occur (e.g., weekly, bi-weekly, monthly).
• Rate Sheet for Job Categories: A customizable rate sheet allows agencies to set different pay rates based on the type of job (e.g., skilled labor, clerical, managerial). These rates are used for automatic invoicing.

Employer Database Management:

• View Employer Details: Agencies can view and update employer information at any time.
• Employer Categorization: Employers can be categorized by location, job type, or industry for easier management and reporting.

Job Posting for Other Employers

Agencies can post and manage job offers on behalf of the employers they serve. This feature allows agencies to operate efficiently while managing job assignments, tracking hours worked, and ensuring proper worker placement.

Job Posting Workflow:

• Post Jobs for Employers: The agency creates job offers for employers with all the same functionalities as the Employer Portal, including setting qualifications, pay rates, time limits, and GPS tracking options.
• Job Categories and Rates: When posting jobs, agencies can select specific job categories and apply the rate sheet previously set for the employer.
• Remote Work and On-Site Jobs: Agencies can designate whether a job is remote or on-site and send offers to temp workers based on their availability and qualifications.

Job Assignment and Management:

• Match Employees with Jobs: Temp workers registered with the agency are matched with job offers based on their qualifications and availability.
• Tracking Job Assignments: The agency can monitor all job assignments, including who has accepted offers, the start and end times of jobs, and any conflicts with other scheduled work.
• Track Hours Worked: The app tracks hours worked for each job assigned to an employee. All recorded hours are stored in the system and used for generating invoices for employers.

Employee Management for Employers:

• List of Workers Hired: The agency maintains a list of workers who have been assigned jobs for each employer, allowing them to track workers on an ongoing basis and make reassignments as needed.
• Worker Resumes and Star Ratings: Agencies can view and share worker resumes and star ratings with employers once a job has been accepted, offering full transparency on worker performance.

Billing and Invoicing

A critical part of the Agency Portal is the ability to maintain billing records and generate invoices based on hours worked by temporary workers. The portal automates the invoicing process to ensure accurate payment processing for the agency and their clients.

Billing and Records Management:

• Track Hours and Rates: All hours worked by temp workers are tracked by the system, and the rate sheet for each job category is applied to calculate total billing amounts.
• Multiple Billing Periods: The agency can set different billing periods for different employers (weekly, bi-weekly, monthly), and the system will generate invoices accordingly.
• Employer-specific Rate Sheets: Custom rate sheets allow agencies to charge different employers according to pre-agreed rates for various job categories.

Invoice Generation and Management:

• Generate Detailed Invoices: Invoices are automatically generated based on the hours worked and job rates. The invoices include:
  • Worker Information: Name and details of the temp worker(s) hired.
  • Job Details: Job title, category, and date/time of work.
  • Hours Worked: Start time, end time, and total hours worked for each job.
  • Pay Rate: The rate applied for each hour worked.
  • Total Amount Due: The total amount the employer owes to the agency for the work completed.

Invoice Delivery:

• Email Invoices to Employers: Once generated, invoices can be automatically emailed to employers, providing a detailed breakdown of the work completed by temp workers and the total amount due for payment.
• Track Invoice Payments: The agency can monitor which invoices have been paid and which are still outstanding, allowing for efficient financial management.

Additional Billing Features:

• Employer-specific Billing Adjustments: Agencies can make adjustments to invoices, such as applying discounts or adding surcharges for specific services or job categories.
• Invoice History and Reports: A complete history of all invoices sent to employers is maintained in the system, and agencies can generate reports on billing data for analysis or record-keeping.

Technical Considerations:

• Data Integrity: Ensure that billing data is securely stored and accurate. Implement robust tracking of hours worked and secure invoice generation to prevent billing discrepancies.
• Customization for Employers: Allow for customization of rate sheets and billing cycles for different employers, ensuring flexibility in how agencies manage their clients.
• Reporting Capabilities: Build in advanced reporting tools that enable agencies to generate custom reports on job postings, worker assignments, billing history, and revenue tracking.