Receiving job requests from your clients

Clients who have access to their shared rota can now raise a job request themselves, straight from that rota. The request arrives with you already filled in: the site, the date, the times, the worker type and any skills they need. You review it, approve it, and it becomes a live job you can fill in the usual way.

This removes the back and forth of a client emailing to ask for cover, you interpreting what they meant, and then posting the job yourself. It also means nothing your client asks for goes live without your say-so.

How it works, in short

1. Your client raises a request from their rota.
2. It lands with you as a job request awaiting approval.
3. Your Organisation Admin approves or rejects it.
4. Once approved, it becomes an open job and you allocate a worker as normal.
5. Your client watches the progress from their own rota.

Setting your client up

Job requests use the same access as the shared rota, so if your client can already see their rota, they can already raise a request. If they cannot, add them as a Job Related contact on the relevant client site and share the rota with them. Our guide on sharing a live rota with your clients covers this step by step.

What your client fills in

On their rota, your client selects + Request job. A three step form opens.

Step 1: Job details They choose the site and the start date, then the worker type they need. They can optionally add a skill combination and a gender preference. Underneath, they set the shift itself: a start time and an end time. If the cover is split across the day, they can add a second block rather than raising two separate requests.

Step 2: Job notes and other A free text box for anything you or the worker should know before the shift, such as access instructions or the reason for the cover. Anything written here is visible to you and to the worker who takes the shift. There is also an optional field for a PO number, which carries through to the timesheet and the invoice.

Step 3: Summary A read back of everything they have entered, so they can check the site, times, duration, worker type and skills before submitting. Rates are not shown at this point. Your client sees a note explaining that the applicable rate is confirmed once a worker is allocated, in line with the agreement you hold with them.

They then submit the request.

What your client sees afterwards

Your client does not need to chase you for an update. As the job moves through its stages, their rota reflects it:

• Job request: submitted and waiting for you
• Open: you have approved it and are looking for a worker
• Suggested: you have put a worker forward
• Allocated: a named worker is confirmed and appears on the shift
• Completed: the shift has been worked