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Share a live rota with your clients

Your clients no longer need to email or ring you to find out who is coming in. There is now a Share button on your rota that sends a named contact at your client a secure link to a live, view only version of that site's rota. It refreshes on its own, so once you have shared it, your client can check the week for themselves whenever they like.

 

 What your client can see

The shared rota shows only what relates to that client's own site:

  • Every shift at their site for the week, with the times, the role, the hours and the name of the worker once one is allocated
  • The status of each shift, so they can tell at a glance what is still open, what has been suggested, what is allocated and what has been completed
  • A short worker profile they can open from any shift, including a Track Record panel showing how long that worker has been with your agency and how many shifts they have already completed at that client's sites
  • Your agency name and logo, so the whole view looks like it has come from you

What they cannot see is anything belonging to anyone else. Rates are not shown on the rota, other clients do not appear, and they only see the sites they are a named contact for. Your client does not need an Agency Accelerator account and never enters your platform.

 

Before you start: set up a job contact

The rota is sent by email, so the site needs a named contact for job-related notifications. If no contact has been set up, you will see a How to give clients access message when you try to share, with a Go to Client Sites button that takes you straight to the right screen.

To add the contact:

  1. Go to Clients and open the client you want to give access to.
  2. Open the client's Sites section and choose the site they should see.
  3. In Site Management, scroll to Contact Details.
  4. Open the Contact Types list and tick Job Related. This is what tells the platform to send this person job and rota notifications.
  5. Enter their contact name, email address and phone number. The email address is the one the secure link will be sent to, so it is worth double-checking.
  6. If more than one person at the site needs access, select Add Another Contact and repeat the steps.
  7. Select Update to save.

Access works site by site. A contact added to one site sees that site only, so if a client has three sites and one manager oversees all three, add them as a job related contact on each one.

 

Sharing the rota

  1. Go to Jobs and select Agency View. This is your rota for the week.
  2. Use the date field to move to the week you want to share.
  3. Select the Share button, next to + Post Job.
  4. Choose the client site you are sharing, then confirm.

The job contact receives an email containing a secure link. Contacts are also emailed a link automatically when a worker is allocated at their site, so in many cases your client will already have access before you think to share it.

 

How your client signs in

Your client does not need a password. When they open the link, a one time code is sent to the email address you set up as the job contact. They enter that code and the rota opens.

Because the code goes to their inbox rather than travelling with the link, the link is not useful to anyone it is forwarded to. If a client wants a colleague to have access, add that colleague as a job related contact on the site instead of forwarding the email.

 

How long access lasts

Access runs for 30 days from when the link is issued. After that the link stops working and you simply share the rota again to renew it. Nothing is lost in the meantime and no shift history is deleted.

 

Good to know

  • The rota is view only. Your client cannot edit, cancel or reassign anything from it.
  • The view is live. If you allocate a worker, swap someone or a shift is completed, your client sees the change without you telling them.
  • If a client says they have not received the link, check the email address on the job contact first, then ask them to look in their junk folder.
  • Adding a job related contact also means that person receives your usual allocation notifications, so avoid adding someone who should not be receiving those.