How to add a worker who already works with another agency

Plenty of care workers pick up shifts with two or three agencies. Until now, Agency Accelerator stopped you adding someone whose NI number or email address was already in use with another agency, and you saw an "already exists" error.

You can now add that worker exactly as you would anyone else. Your agency builds and keeps its own profile for them, and you update and book them the same way you always have.

Your details stay private. You are never told that a worker has a profile with another agency, and other agencies never see yours.

Before you begin

• Have the worker's NI number and email address to hand.
• Remember that these still need to be unique within your own agency. Two worker profiles in the same agency cannot share an email address or an NI number.

Adding the worker

1. Select Employees from the left-hand menu.
2. Add the worker with Quick Add, Detail Add or Bulk Add, or convert an application from the ATS.
3. Enter their NI number and email address as usual. If the worker is registered with another agency, the profile still saves.

You will see Worker created successfully.

Please note: If you see Sorry, this National Insurance Number is already registered with us., or are told the email address is already in use, the clash is with a worker inside your own agency. Check your Employees list for an existing profile for the same person before creating a new one.

Inviting the worker to the mobile app

Invite the worker as usual with Invite to Mobile App. If they already use the CareHires Worker app with another agency, they do not get a new account or password. Instead, they receive a short email telling them your profile is now on the app, and they log in with their usual details and choose your agency.

See How to switch between agencies in the CareHires Worker app, which you can share with your workers.

CareHires verification: one approved profile per worker

CareHires verifies each worker once, so a worker can hold only one CareHires approved profile at a time. If they are already approved through another agency, the profile you send for verification cannot be approved while that one is in place.

You can still book them for your own clients. Agency Accelerator Pro agencies can activate the worker for direct work. 

If CareHires is unable to verify the profile, the deny reason will ask you to contact our Support Team, who will help with the next step.

Workers who are also part of your team

Some of your workers may also help run the agency, for example a senior carer who also coordinates shifts.

• One person, one login. A worker can also be added as a user on your agency account with the same email address. They use the same email and password to log into Agency Accelerator as a user and into the mobile app as a worker.
• One agency only. A person can be a user at one agency only, even if they work as a worker for several.

Please note: If the person signs into Agency Accelerator with their Microsoft account, they cannot yet use it to log into the mobile app as a worker.

If something looks wrong

• You cannot save the worker because the NI number or email address is already in use. Someone in your own agency already has those details. Check for a duplicate profile first.
• CareHires could not verify the worker's profile. Contact our Support Team and we will help you with the next step.
• Anything else. Contact our Support Team with the worker's name and what you were trying to do.