Managing Shifts & Timesheets for Temporary & Contract Recruitment

This guide explains how recruiters can use Shifts and Timesheets in ATZ CRM to manage contract placements, track hours, and streamline client approvals.

The workflow follows the way temp agencies already operate — just without paper, spreadsheets, or WhatsApp messages.

1. What This Feature Does

This feature helps recruiters:

• Schedule shifts for ongoing roles

• Assign (book) candidates to shifts

• Allow candidates to submit their own worked hours

• Send timesheets to clients for approval or rejection

• Use approved timesheets for invoicing and payroll

You can think of it as replacing paper timesheets + manual approvals with a cleaner digital flow.

2. The Workflow at a Glance

Here is the full flow in simple steps:

a. Create a Job

b. Create one or more Shifts under the job.

c. Book candidates into those shifts

d. After work is finished, mark the shift as Completed

e. ATZ CRM automatically creates a Draft Timesheet

f. The candidate logs in and fills their hours

g. Recruiter reviews 

h. The recruiter sends the timesheet details to the client for approval ( In Review )

i. Client approves or rejects (no login required) ( In Review )

j. Once approved, the timesheet is used for invoicing & payroll ( In Review )

3. Creating a Shift (Planning Who Works)

A Shift represents a specific day and time when one or more candidates need to work.

To create a shift:

a. Open the Job

b. Go to the Shifts tab

c. Click Create Shift

d. Enter:

• Date

• Start time & End time

• Break (if any)

• Required headcount

• Pay & bill rate (if applicable)

Save the shift.

This creates the planned schedule for that job.

4. Booking Candidates to a Shift

Once a shift is created:

a. Open the "Shifts" Tab in Job Detail Page

b. Click "Book Candidates" button for a Shift. 

c. Select one or more candidates

d. Confirm booking

Rules that protect your data:

• A candidate cannot be double-booked for overlapping shifts

• You will be able to view the "Candidate Availability" for that day. 

• Once required headcount is reached, the shift becomes Filled

• Each booked candidate is tracked individually

This replaces manual rosters or Excel schedules.

5. When the Shift is Completed

After the work is finished:

• The recruiter marks the shift as Completed 

This step is important because:

• Candidates should only enter hours after work is done

• It ensures records stay accurate

Once completed, ATZ CRM automatically creates a Draft Timesheet for each candidate.

6. Candidate Submits Their Timesheet

Candidates submit their own hours via the Candidate Portal.

They enter:

• Actual start time

• Actual end time

• Total hours

Then they click Update.

Controls to maintain accuracy:

• They cannot submit before the shift is completed

• They can only edit their own timesheet

• If rejected, they can resubmit

This replaces handwriting or texting hours to the recruiter.

7. Recruiter Review 

Before sending to the client, recruiters may:

• Review the hours

• Correct mistakes (if needed)

• Add notes

This helps prevent client disputes.

8. Sending Timesheet to Client for Approval 

Once submitted, Recruiters can send the timesheet to the client via email.

The email includes:

• Candidate name

• Job / Role

• Date

• Hours worked

• Buttons to Approve or Reject

Clients can approve:

• From their phone

• Without logging into a portal

• Even if different supervisors sign each shift

This matches real-world temp workflows.

10. Approved Timesheets → Invoicing & Payroll

Once approved:

• The timesheet becomes locked

• Recruiters can:

  • Export timesheets

  • Attach them to invoices

  • Send to back-office/payroll systems (e.g., GEMS)

No re-typing and no duplication.

11. Common Scenarios & How the System Handles Them

Candidate did not attend (No-Show)

• Mark as No-Show

• No timesheet is generated

• Nothing is billed

Candidate left early

• Candidate enters actual hours

• Client approves reduced time

Client rejects a timesheet

• Recruiter reviews the issue

• Timesheet returns to Candidate for resubmission

• Full audit trail is stored

Multiple candidates in the same shift

• Each candidate has their own:

  • Timesheet

  • Hours

  • Approval record

Recurring shifts 

• Each day still produces an individual shift and timesheet

• Easier tracking and dispute resolution

12. Why This Workflow Benefits Recruiters

• No more paper or WhatsApp timesheets

• Higher accuracy and fewer disputes

• Faster approvals

• Clear audit history

• Works even when clients change signers day-to-day

• Designed for real-world temp operations

Final Summary

ATZ CRM helps recruiters manage contract work the way they already do — but digital, cleaner, and faster.

You simply:

Plan the shift → Book candidates → Confirm hours → Get approval → Invoice confidently