How your direct clients can see the workers you send them
Let your direct clients check every worker you are sending to their sites, without having to call or email your team.
When you allocate a worker to a job, your direct client receives an email confirming who is coming. That covers one shift. When a client wants the wider picture, such as everyone you are sending this week across all their sites, they have usually had to ask your team, often more than once.
Your clients can now see this for themselves. The worker allocation email includes a link to a secure page, branded with your agency's name and logo, where the client can see a weekly calendar of every worker you are sending to their sites. They can open any job for the shift details, and open the worker's profile to see who is arriving and their track record with you.
The page is view only. Clients cannot change, cancel or request anything from it, and they never see worker documents or compliance records.
Before you begin
- This works through your job notifications. Only the people who receive job notification emails for a site can use the link, and only for that site. If a site does not receive notifications, there is no link.
- Check the client's notification settings. Notifications are switched on per site from the client's Settings tab. See Managing & Updating Client Settings for the steps.
- Check the profiles of the workers you send. Clients see each allocated worker's photo, worker types, skills and regulatory settings, so make sure these are accurate and up to date.
- There is nothing for you to switch on. The link is added to the worker allocation email automatically.
What your client receives
When you allocate a worker to a job, the usual worker allocation email now ends with a link: "Click here to view all the workers coming from [your agency name]".
Selecting the link opens a secure page in a new browser tab. To get in, the client:
- Sees their email address already filled in. It cannot be changed, so a forwarded email will not give anyone else access.
- Selects Send OTP. A six digit code is emailed to them.
- Enters the code and selects Verify & Continue.
They do not need an account or a password. For a step by step guide you can share with your clients, see How to view the workers your agency is sending to your sites.
Controlling who sees what
What a client contact can see depends entirely on how you have set up their job notifications.
- A contact only sees the sites they receive notifications for. If a manager receives notifications for one care home, they see that care home only, not every site the client operates.
- A contact only sees jobs with your agency. Workers from other agencies are never shown.
- Access is checked every time the client logs in. Changes you make to a client's notification setup apply from their next login. You do not need to resend anything.
- Removing a contact from a site removes that site from their view. Their other sites stay visible.
- Removing a contact from all their sites stops the link working. They will see "This link is no longer valid" and be asked to contact your agency.
Please note: If someone leaves a client's team, remove them from the client's notification setup straight away. Until you do, they can still see the workers you send to that site through any link from the last 30 days.
What your client can and cannot see
| Your client can see | Your client cannot see |
| A weekly calendar of jobs at their sites, any week past or future | Open, draft or cancelled jobs, or any job without a worker |
| Jobs that are Allocated or Completed | Workers from other agencies |
| The shift details for each job, including times, breaks, worker type, gender preference and job reference | Other candidate workers for a job |
| The allocated worker's photo, name, worker types, skills, regulatory settings, nationality and partly hidden post code | Worker documents, certificates, DBS or any compliance records |
| How long the worker has worked with your agency, and how many jobs they have completed at the client's sites | Pay rates, charges or anything to do with invoicing |
Nothing on the page can be changed. If a client needs a shift changed or cancelled, they still contact your team in the usual way.
How long the link and session last
| What | How long |
| The link in the email | 30 days. After that, the next allocation email brings a fresh link. |
| A verified session | 30 minutes. After that, the client verifies again with a new code. |
| Waiting before resending a code | 60 seconds |
| Lockout after five wrong codes | 60 minutes |
Good habits worth adopting
- Tell your clients about it. The link sits at the bottom of an email they may only skim. A quick mention when you onboard a client, or next time they ask who is coming, saves your team the follow up calls.
- Keep notification contacts current. Check each client's contacts whenever their team changes. The notification list now controls who can see your workers, not just who gets emails.
- Keep worker photos professional. The photo on the worker's profile is the first thing a client sees when they open it.
- Allocate early. Jobs only appear once a worker is allocated, so a job still open the night before will not show on the client's calendar.
If something looks wrong
A client says there is no link in their email. Check the site's notifications are switched on in the client's Settings tab. If notifications are off for that site, no allocation email is sent, and so no link.
A client sees "This link is no longer valid". The link is more than 30 days old, or the client contact has been removed from all their sites. If they should still have access, check their notification setup. They will get a new link with the next allocation email.
A client is locked out. They entered the wrong code five times. They need to wait 60 minutes before trying again.
A client cannot see one of their sites. They only see the sites they receive notifications for. Check the client's notification setup for that site.
A site appears in the client's filter but cannot be selected. That site has no allocated or completed jobs with your agency in view. This is expected.
A job is missing from the client's calendar. Only Allocated and Completed jobs are shown. Check the job has a worker allocated and has not been cancelled.
A client says a worker's details are wrong. The page shows what is on the worker's profile. Update the profile, and the client will see the change next time they look.
If something still does not look right, contact our Support Team.