Getting Started
Quick start guide
Get your agency operational on REFRUIT TNOS in five steps. Each step below links to more detailed guidance.
Sign in to your agency account
Navigate to the REFRUIT TNOS login page and enter your agency credentials. If your agency administrator has enabled multi-factor authentication, you will be prompted for a one-time code after entering your password.
On first login you will be taken through a short onboarding checklist to confirm your agency name, licence number, and primary contact details. This information appears on invoices and compliance records.
If you have forgotten your password, use the 'Reset password' link on the login page. A reset link will be sent to your registered email address.
Add your first client
From the main dashboard, navigate to Clients and select Add client. Enter the company name, Companies Registration Office (CRO) number, VAT number (if applicable), primary site address, and the name and email of the main contact at the hirer.
Set the client's approval workflow: decide whether timesheets require single or dual approval, and whether the client contact can approve directly within the portal or if approvals go through your agency team.
Once saved, the client will appear in your client list. You can add multiple sites per client, each with its own address, billing contact, and approval settings.
Create a job
Navigate to Jobs and select New job. Link the job to a client and site, enter the job title, role category, required skills, pay rate, and charge rate. The margin is calculated automatically.
Set the employment type (temporary, permanent, or temp-to-perm), start date, and expected end date or ongoing status. Add any compliance requirements specific to this role, such as manual handling certification or Garda vetting.
Jobs become visible to your recruitment team immediately. The AI matching engine will surface eligible candidates from your database based on skills, availability, distance, and compliance status.
Upload a candidate's documents
Open a candidate profile and navigate to the Documents tab. Select Upload document and choose the document type from the list — passport, driving licence, right-to-work proof, tax registration, certifications, or other.
The platform records the document type, upload date, and expiry date where applicable. Expiry alerts are sent automatically to the assigned recruiter 60 days, 30 days, and 7 days before a document expires.
All uploaded documents are stored encrypted at rest in Supabase EU infrastructure. Access is restricted by role: only recruiters with permission for the candidate's tenancy can view or download documents.
Post your first shift
Navigate to Shifts and select New shift. Choose the client, site, and job. Set the shift date, start time, end time, and number of positions required. Add any special instructions for the worker.
The AI matcher will suggest candidates ranked by availability, proximity to the site, skills match, and compliance status. Review the shortlist and confirm placements. Workers receive an automatic notification with shift details.
On the day of the shift, workers clock in via the site kiosk or the worker mobile view. Clock-out is recorded at shift end. The resulting timesheet enters the approval queue automatically.
Need more help?
Our support team is available Monday to Friday, 8am–6pm Irish time.