Skip to content
English
  • There are no suggestions because the search field is empty.

How to save a Draft worker's details and complete their profile

Save the Basic Information you have for a Draft worker, see how much is left, and complete the profile when everything is in.

You rarely have every detail for a new worker on day one. Previously, Basic Information would not save until every mandatory field was filled in, so you either waited or had to enter everything at once.

While a worker's profile is in Draft, you can now save their Basic Information with whatever details you have and come back for the rest later. Fields marked * are still needed before you can complete the profile or submit it to CareHires, but they no longer stop you saving.

 

Before you begin

  • The worker must already exist as a Draft. A Draft is created when you add a worker with Quick Add, bulk upload or an ATS conversion, or when you complete the first Save on the Add Worker page.
  • The Add Worker page still needs a complete first Save. The whole Basic Information section must be filled in before the worker is created and Documents and Proof opens.
  • Partial saving only works in Draft. Once a profile is Completed, Submitted for Review, Approved or any other status, Save needs every field marked *.

 

Saving partial details

  1. Select Employees from the left-hand menu and open the Draft worker. The Profile tab opens in read-only view.
  2. Open the ⋯ menu and select Update Profile.
  3. Check the note under the worker's name: Fields marked * are required to complete the profile. While the profile is in Draft you can save what you have.
  4. Fill in the fields you have details for.
  5. Select Save.

You will see a message such as Progress saved. 12 required fields still to complete before this profile can be completed. The form returns to read-only, you stay on the Profile tab, and the worker stays in Draft. The number goes down each time you add more.

Please note: While a profile is in Draft, saving only adds or updates the fields you have filled in. If you clear a field that already has a value and save, the saved value is kept.

If a detail is in the wrong format or already in use, such as an NI number that is not 9 characters, an email address, DBS number, date of birth or phone number, the save is stopped and the problem is shown on the field. Nothing is saved until you fix it.

 

When a save is refused because fields are missing

On the Add Worker page, and on any profile that is not in Draft, Save still needs every field marked *. If something is missing, you will now see exactly what:

  • One missing field is named. For example, Please fill in the mandatory field: First Name. The field is outlined in red and its section opens.
  • Several missing fields are all marked. You will see Mandatory fields are not filled. Every empty field marked * is outlined in red, and each section holding one opens with a red title. The outlines clear as you fill each field.

A few fields are named slightly differently in the message: From : appears as Living From Date, Preferred travel distance in KM as Preferred Travel Distance, and the driving licence question as Driving License.

If the NI number already belongs to another worker in your agency, you will see Sorry, this National Insurance Number is already registered with us. Check the number, or contact our Support Team using the link in the popup.

 

Completing the profile

  1. Select Complete profile or Submit to Care Hires in the setup banner, or open the ⋯ menu and select Self-Assessment.
  2. If any Basic Information is still missing, Enter the worker's basic information is not ticked. Go to that step and fill in the remaining fields.
  3. When every mandatory step is done, you will see Self-Assessment Successful! Choose Submit for Review to send the worker to CareHires, or Mark as Profile Complete to move them out of Draft without activating them yet.

To complete a profile, every mandatory Basic Information field must be filled in. This now includes:

  • Worker Type, Worker Employment Type and Preferred travel distance in KM
  • TAX code, which is pre-filled as 1257L for new workers
  • Agency Location, Primary Location and a type for every phone number
  • Nationality, including typing it in if you choose Other
  • Nurse Pin for nurses, and Umbrella Company Name for workers employed through an umbrella company
  • Employee Pension Rate (%), between 5% and 100%, for PAYE workers who have opted into a pension
  • for workers who are not British, Issued Country, and the weekly hours (between 1 and 168) and COS company name when the form shows them

Teacher Pin stays optional. A field containing only spaces counts as empty.

Please note: If you try to submit or complete a profile with something missing, you will see a message such as Profile is incomplete. Please complete the worker's basic information (Preferred travel distance is required) before continuing. The status does not change until it is fixed.

 

Good habits worth adopting

  • Save as you go. Add details the moment you receive them rather than keeping notes elsewhere.
  • Use the count as your checklist. The message after each Draft save tells you how far there is to go.
  • Run Self-Assessment before you submit. It shows you what is outstanding before CareHires sees the profile.

 

If something looks wrong

  • You do not see the note under the worker's name when editing a Draft. Saving partial details may not be switched on for your account yet. Contact our Support Team.
  • A field you cleared has its old value again. That is expected in Draft. Saving never removes a value that is already stored.
  • The profile saved without an Umbrella Company Name, but now cannot be completed. Add the umbrella company name, then try again.
  • An older worker now shows Basic Information as outstanding. Most often a tax code or phone type is missing. Workers already submitted or approved are not affected.
  • Anything else. Contact our Support Team with the worker's name and what you were trying to do.