Staffing Agency Software Built Around Shifts, Timesheets and Certificates
With Mythex a staffing agency can build a two-sided website for employers and workers, a portal where workers accept shifts and clients approve timesheets, a CRM that tracks every certificate expiry, and invoices generated from approved hours. Describe your sectors and how you fill shifts, test it in the live preview, and publish.
What a temp desk needs at 6am on a Saturday
A warehouse client rings: four pickers short for the 6am shift. You need people who are available, within a bus ride of the site, have done the induction and hold a forklift license that has not lapsed. Then you phone down a list, one name at a time. Later the paper timesheet is disputed, the night rate was applied to the wrong hours, and payroll runs before anyone has approved anything. Agency software exists to answer 'who can do this shift, legally, right now?' and to turn approved hours into pay and invoices without retyping.
- Worker availability, skills, location and certificate expiry
- Shift offers sent to a shortlist at once
- Timesheets approved by client supervisors before payroll
- Charge rate and pay rate with overtime, night and weekend rules
- Job orders tracked from open to filled
- Client site details: where to report, PPE, induction
What you can build for staffing agencies
One portal, two sides
Workers see offered shifts, accept or decline, check confirmed bookings, update availability and upload renewed certificates. Client supervisors see who is booked on each shift with their qualifications and approve timesheets each week.
Build a portal for my staffing agency. Workers log in to see offered shifts, accept or decline them, view confirmed shifts, set availability and upload certificates. Client supervisors log in to see who is booked on each shift and approve weekly timesheets.
Fill urgent shifts from a shortlist
Match each shift to workers who are available, qualified and within travel distance, respect minimum rest between shifts, and send urgent shifts to several suitable people at once with the first to accept getting it.
Make a shift-filling app for my agency. For each shift request, list workers who are available, hold the required certificates and live within 15 miles, enforce 11 hours rest between shifts, and offer urgent shifts to the top five with the first to accept confirmed.
Clients, workers and job orders together
Client records carry sites, contacts, rates, required certifications and induction rules. Worker records hold skills, certificates with expiry dates, availability and reliability notes. Job orders show open, partly filled or filled, and permanent candidates move from submitted to started.
Build a CRM for my staffing agency with clients and their sites, rates and required certificates, workers with skills, certificate expiry dates and availability, job orders with fill status, and a permanent placement pipeline from submitted to started.
Invoices built from approved hours
Generate invoices only from timesheets the client approved, at the client's charge rate, with overtime, night and weekend rates calculated separately. Placement fees invoice on the candidate's start date, and the margin over pay rate stays internal.
Make invoicing for my agency that builds weekly client invoices from approved timesheet hours at each client's charge rates, with separate overtime, night and weekend rates, permanent placement fees on start date, and an internal margin view.
Fill rate before price
Track the share of requested shifts filled per client, gross margin per client and sector, time to fill urgent requests, and workers who have not had a shift recently and may drift to another agency.
Build a dashboard for my staffing agency showing fill rate by client and week, gross margin by client and sector, average time to fill urgent shifts, and workers with no shift in 30 days.
A site with a door for each audience
Employers and workers arrive looking for different things. Give each a path: sector pages and an inquiry form for employers, a short registration for workers that asks for skills, area and availability first and documents later.
Build a website for my staffing agency with separate sections for employers and job seekers, sector pages for warehouse, hospitality and care, an employer inquiry form with role, numbers and start date, and a short worker sign-up for skills, area and availability.
Certificates are the compliance risk
Sending a worker with an expired forklift license, food hygiene certificate or care training to a shift exposes the client and the agency. Store every certificate with an expiry date, block shift offers to workers whose required certificate has lapsed, and show a list of expiries in the next 30 days so you can chase renewals. Right-to-work checks follow the law where you operate; record when they were done and by whom.
- Expiry date on every certificate
- Shift offers blocked when a required certificate has lapsed
- Right-to-work check date recorded
From phone list to shift offers
Start with your top client and one shift type. Import the workers who usually cover it, add their certificates and availability, and send the next urgent shift through the app instead of the phone. Once supervisors approve timesheets in the portal for a few weeks, move invoicing onto those approved hours.
Questions
Can workers accept shifts on their phone?
Yes. The portal works in a phone browser, and on Pro Mythex can also turn it into Android and iPhone apps that open your published app. Text message alerts need an SMS provider you connect with your own account.
Can clients approve timesheets online?
Yes. Ask for supervisor logins per client site, and only approved hours flow into invoices and pay.
Can it run payroll?
It can calculate hours and pay at each rate and export them. Paying workers runs through your payroll provider or bank, which you connect or import into.
Can I import my current worker database?
Yes, from a CSV export. Ask Mythex to add an import and map the columns, starting with active workers.
Do I need a developer?
No. You describe how your desk works and change it by chatting.
How much does it cost?
Build and publish on the Free plan without a card. Pro is $25 a month with a custom domain, code editing, export and more credits.
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