Client Requirement Process
There are several ways in which a client can request agency staff. One of these ways, which tends to still be very popular due to its personal nature, is via telephone.
A client can call up and their data can be entered in one of two ways - through a Simple or Power input mode.
The simple mode is quick and easy to use and allows the operations team the ability to quickly enter the client's request while on the phone; as the process is carried out the user will be provided with more specific options. For example if a client requests only male staff, immediately all the female staff will not show up as possible options.
Selecting a shift will display default and most recently used options, meaning that the same employee may be supplied for a company that they have previously worked for. It may be that a client requests to have the same twenty staff as last time and the user doesn't then have to search for them one by one, as they are automatically displayed.
There is an option to select one or multiple dates, and single or multiple shifts. The required number of employees may then be chosen for the particular shift. A customer reference, as well as the client who is requesting the shift may also be added at this point, and this saves time later on. Also if the client has been used before, their information will automatically be filled in. Key information is generated automatically, such as department codes, and charge and pay rates.
At this point the selection is saved, a unique reference generated, the request is time stamped and the operator entering the request is added automatically.
The shift can then be programmed into the staff member's availability diary, and their availability is then updated.
This is in fact very similar to the simple mode yet it allows further information to be linked to the request. There are over sixty additional categories of information that can be linked to any given request allowing a really flexible and well fitted match. Simply it allows an agency to be totally on the ball when it comes to filling its customer's needs.
Contracts involve the expansion of single day or shift bookings to allow the meeting of repeated requirements. These are automatically generated for a chosen period in advance; both a start date and end date can be specified, and the end date can be changed at any time, or the contract can run indefinitely. Notes can be added to the contracts through the use of the power input method, if need be.
If a staff member is self-booking the input usually takes place through a completed time sheet. New shifts can easily be added from the time sheet window.