Shift management

Creating and managing shifts

Navigate to Shifts and select New shift. Link the shift to a client, site, and job. Set the date, start time, end time, break duration, and the number of positions required. You can create single shifts or recurring shift patterns.

Recurring shifts can be set to repeat daily, weekly, or on a custom schedule for a defined period. Each occurrence is a separate shift record with its own timesheet and attendance log.

Once created, shifts appear in the Shift board, a calendar view filterable by client, site, job, and status. Status values are: Open (no workers assigned), Filled (all positions confirmed), In progress (shift underway), and Completed (all timesheets submitted).

To edit a shift, open it from the board and select Edit. Changes to time, pay rate, or requirements after a worker has been confirmed will trigger an automatic notification to the worker.

AI-assisted candidate matching

When you open a shift, the Suggest candidates panel shows a ranked shortlist of eligible workers. The AI matcher evaluates every Active candidate in your database against four criteria: skills match (against the job's required skills), distance to site (using postcode-to-postcode routing), current availability (no conflicts with existing shifts), and compliance status (all required documents valid).

Each suggested candidate shows their match score, distance, availability status, and any compliance flags. Select one or more candidates and click Confirm placement. Workers receive an SMS and email notification with shift details.

The matcher excludes candidates who have declined this client's shifts more than three times in the past 90 days unless you manually include them. You can override the matcher at any time by searching the full candidate database and placing a worker manually.

Placement decisions and matcher scores are stored in the audit log. This allows you to demonstrate a non-discriminatory selection process in the event of a Workplace Relations Commission inquiry.

Kiosk clock-in and attendance

REFRUIT TNOS includes a kiosk mode designed to run on a tablet mounted at a client site. Workers clock in by presenting a QR code from their worker profile or by entering their worker ID. A photograph is optionally captured for verification.

To set up a kiosk at a site, navigate to the client site record and select Add kiosk. Generate a kiosk PIN and enter it on the tablet to activate the device. The kiosk operates offline if internet connectivity is lost and synchronises data when connection is restored.

Clock-in and clock-out times are recorded with a timestamp and, where a photograph is captured, a reference to the stored image. These records feed directly into the timesheet for that shift. Workers cannot edit their own clock times; corrections must be made by a recruiter or site manager with the appropriate role.

Kiosk activity is logged in real time on the Shifts board. You can see which workers have clocked in, which are expected but not yet arrived (late alerts trigger after 15 minutes), and which have clocked out.

Timesheet submission and approval

Timesheets are generated automatically at shift end based on kiosk clock-in and clock-out records. If a site does not use a kiosk, workers can submit their hours manually via the worker portal. Manual submissions are flagged for recruiter review.

The timesheet approval workflow is: Worker submission → Recruiter review → Client approval → Payroll preparation. Each stage is configurable per client. Clients who access the platform directly can approve timesheets from their client portal without involving the recruiter.

To approve a timesheet, open it from the Timesheets queue, review the hours, expenses, and any exceptions, and click Approve. To query a timesheet, add a note and return it to the worker or the client for correction.

Approved timesheets feed into the weekly payroll batch automatically. Hours outside agreed patterns — overtime, unsocial hours, bank holiday premiums — are flagged for manual confirmation before inclusion in payroll.

Timesheets cannot be deleted after approval. Corrections are made by raising a timesheet amendment, which creates a new record referencing the original and records the reason for the change.