Product
From an open shift to a paid invoice, in five steps
No stage in this process needs a phone call, a printed form, or a spreadsheet. Here is exactly what happens, in order.
- Post
- Rank
- Confirm
- Approve
- Export
The process
The five steps in detail
Step 1: Post a shift or role to your pool
A manager posts the shift once — role, time, location, and what it requires: a certificate, a registration, a ticket. It goes out to your own pool of workers, not to the open market.
New shift Step 2: Your available people, ranked by qualification and proximity
The platform checks your pool against what the shift needs and ranks who is both qualified and closest. Your manager sees a shortlist, not the whole pool, and not people who cannot practically or lawfully take the shift.
Ranked by fit
3 qualifiedEveryone shown already meets what the shift requires. People who do not are not ranked lower — they are not on the list.
Step 3: Booking confirmed, with compliance already checked
Your manager confirms from the shortlist. Because everyone on it already passed the compliance check in step two, there is no separate stage where someone has to go and verify paperwork before the booking counts as real.
Booking status Step 4: Timesheet submitted from the worker's phone, approved in one tap
At the end of the shift the worker submits hours from their phone. Your manager gets a notification, reviews it against the confirmed booking, and approves in one tap — or flags it if the hours do not match what was booked.
Approve timesheet
The difference is flagged before approval, not discovered at pay run.
Step 5: Invoice and payroll-ready export generated automatically
Once a timesheet is approved, an invoice is generated from it and a payroll-ready export is created in the format your payroll system expects. Nobody re-types hours into a second system.
An approved timesheet produces both an invoice and a payroll-ready export. - Approved timesheet
- Invoice
- Payroll exportTo your system
The obvious question
What happens when a compliance check fails
It is the question a sceptical reader has at exactly this point, so here is the plain answer: nothing dramatic, and nobody is blocked.
A person whose document has lapsed simply does not appear as available for shifts that require it. Your manager is not shown a warning to dismiss or a workflow to unblock — they are shown a shorter list, all of whom are cleared to work.
The person is not rejected either. It is a pause, not a decision about them. Renewing the document restores their availability without re-registering.
Alerts fire before the expiry date, so in practice most renewals happen before anyone drops off a list at all.
Documents current
Appears in the shortlist for shifts that require it.
Document lapsed
Removed from new bookings until it is renewed. Nobody has to notice.
60%
less admin overhead
Reported by teams running the process above instead of a spreadsheet and a phone. Your own result depends on how much of your week currently goes on these five stages — the ROI calculator estimates it against a deliberately more conservative assumption.
Keep reading
If you would rather scan the capability list than walk the process, start with Features.
Interface images on this page are illustrative layouts, not screenshots of live data.
Watch this run against a real shift
In a demo we will post an actual shift from your industry and walk the same five steps live.