Client portalThe problem: client requests retyped from an inbox

Give clients a front door, not your inbox.

A hiring manager asks for two pickers for a fortnight. The request lands in a queue, a recruiter previews every booking it would create, and one approval raises the lot. Nothing is retyped from an email.

Talk to us See what clients get

1 + 4 switchesA master switch and four optional switches for each client. All off by default.
3 rolesViewer, approver and admin.
400 bookingsThe most one request can create. All together or not at all.
Source on every lineWorker, clocked at site, or client. Shown on each timesheet line.

Example RecruitmentExample FoodsFHFay H.

RolePicker, days

SiteDepot 1

PeriodMon 16 Nov to Fri 27 Nov

People and shift2 people, 06:00 to 14:00

NotesPeak fortnight. Same two people all the way through if you can.

Your requests	Period	Status	Progress
Picker, days · Depot 1	16 to 27 Nov	Not sent yetPendingAccepted	Nothing booked yetWith our desk14 of 20 slots filled

In TalentCoreBooking Requests

Waiting for Fay to send her request.

Fay H. wrote: Peak fortnight. Same two people all the way through if you can.

Example Foods, Depot 1Preview: 10 shifts, 2 places each

Create the rota (10)Untick any day the client is closed10 bookings created together by Sam P., each tied to the request.

Screens are drawn from the real product with made-up data.

What it doesThe problem: three inboxes and a phone call for every order

Clients serve themselves. A recruiter still decides.

Clients can order at any hour. A request is not a booking until a person on your side has looked at it and said yes.

1Switch onOff until you say so
2Sign inA named login each
3RequestOne request, a whole rota
4ApproveHours without a chase

Step 1

Off until you switch it on

Each client's portal is off until you turn it on. The optional parts are separate switches: booking requests, timesheet approval, worker accept and decline, and reports. A client only ever sees their own data.

One master switch and four optional switches for each client.
Everything off by default.
While a portal is off, that client's API keys are refused too.

Portal Example Foods

OffLive

Client Portal AccessBookings, invoices and workers for this client
Booking RequestsRequests go to a queue for your team to review
Timesheet ApprovalThe client reviews and approves hours before invoicing
Worker Accept / DeclineWorkers answer assignments in their portal
ReportsFive ready-made reports, with export

Step 2

A named login for each person

Clients have named portal users, not one shared login. You add each person on the client's record and choose their role. Once a client has named users, the old shared password stops working for them.

Two-step sign-in with an authenticator app and backup codes is there for every named user, and it can be made compulsory for a whole client.
Disable a person and their live session ends, not just their next sign-in.

How TalentCore handles security

Portal Users Example Foods

Add Portal User

FH
Fay H.Last sign-in today, 09:11
AdminActive
RP
Ravi P.Last sign-in 9 Nov, 08:02
ApproverActive
CN
Cara N.Last sign-in 10 Nov, 17:31
ViewerNew password dueActive

This client signs in with named accounts. The shared password is no longer accepted.

Two-step sign-in

Code accepted. Cara N. is signed in.

Step 3

One request becomes a whole rota

A client asks for one shift, a range of dates, or ongoing cover. The request appears in Booking Requests with the manager's own note. The recruiter sees a full-page preview of every booking it would create, adjusts it, and approves.

Up to 400 bookings from one request, created all together or not at all.
Each booking passes the same checks as one raised by hand, minimum wage included.

How bookings work

Booking Requests

To review 2Needs extending 1

Client and request	Would create	Status
Example Foods2 pickers, 16 to 27 Nov · date range	10 bookings	To reviewAccepted
Sample Retail1 night shelf fill, Sat · single	1 booking	To review
Demo Logistics3 Class 2 drivers · ongoing	Booked to 4 Dec	Needs extending

Fay H. wrote: Peak fortnight. Same two people all the way through if you can.

Step 4

Hours approved without a chase

Clients approve hours that came from the worker or the site clock, key a whole week into a grid, or upload a timesheet file. Every line shows where its hours came from. Approved hours flow into your timesheets queue.

Three sources, marked on every line: the worker, the site clock, or the client.
A dated, named approval behind every invoice line.
You choose who submits the hours for each client: the worker first, or the client on a weekly sheet.

How timesheets work

Timesheets week ending 15 Nov

Upload a file

Worker	Mon	Tue	Wed	Thu	Fri	Hours	Status
WKay D.	8	8	8	8.5	8	40.5	Sent inApproved
CRaj K.	8	8	8	8	8	40	Sent inApproved
YTia F.	8	8	-	8	8	32	Sent inApproved
WBen A.	8	12	8	8	8	44	Queried

WSent in by the workerCClocked in and out at siteYSent in by you

What else it does

The rest of the front door.

Invoices and reportsTheir own copies, five reports
A client has a problemRaised, answered, closed
Their systems want the numbersAPI keys the client's admin issues
Who has really lookedThe portal access log
Three inboxes and a phone callBefore and after

Invoices and reports, on tap

Clients see their own invoices with status and download a copy whenever they need one. Where you switch reporting on, they get five one-press reports, each with an export. No report builder to learn.

Spend Analysis, Vacancy Ageing, Compliance Status, Agency Performance and Time to Hire.
Management information as part of the service, not a monthly favour.

Spend AnalysisVacancy AgeingCompliance StatusAgency PerformanceTime to Hire

Spend by month

JunJulAugSepOctNov

Share by site

Depot 162%
Depot 227%
Yard11%

Export

Example, illustrative figures.

Invoices Example Foods

Invoice	Week ending	Total	Status
INV-00318	15 Nov	£11,347.20	Sent	Download
INV-00307	8 Nov	£10,912.80	Paid	Download
INV-00296	1 Nov	£10,105.44	Paid	Download

A problem, raised and followed to the end

A client reports an issue, attaches a file if it helps, and gets replies in a thread. They say how serious it is in plain words, and that sets two targets: a first reply and a fix, counted in working hours. The targets are fixed at the moment the issue is reported.

On your side, Client Issues is where each one is triaged, answered and closed.
Evidence of how quickly issues are answered, ready for service reviews.

Issue #214 Example Foods

ReportedBeing worked onResolved

Fay H.A picker arrived at Depot 1 this morning without safety boots. Photo attached.09:12

MediumFirst reply by 09:12 ThursdayFix by 09:12 Monday. Both set when it was reported.

Sam P., recruiterSorry, Fay. He has been spoken to and the site PPE list is now on his assignment details.09:48

Resolved. First reply in 36 minutes, inside the target.

Their own API keys, the same day

From the portal's API Access section a client admin issues a key for their own systems. They choose read only or read and write, set an expiry and revoke it later. Your team is alerted when a key is created or revoked.

Up to 10 live keys for each client.
Expiry: none, 30 days, 90 days, 6 months or 1 year.

What the API can do

API Access 2 of 10 keys

Create a key

Workforce systemKey ending 8f2a · expires in 90 days
Read only
Time and attendanceKey ending c41d · expires in 1 year
Read and write
Old spreadsheet importKey ending 02be · no expiry
RevokeRevoked

Example Recruitment was told when this key was revoked.

Know who has really looked

The portal access log is a staff screen listing client and worker portal sign-ins, successful and failed, with when and the address each came from. Check whether a client has really signed in before you chase them.

Adoption you can measure. Your own staff testing a portal is counted apart from the client's sign-ins.
An audit trail of external access, with its own permission.

When	Portal	Who	Event	IP address
Today 09:11	Client	Fay H.	Logged in	203.0.113.24
Today 05:41	Worker	Kay D.	Logged in	198.51.100.7
Tue 17:30	Client	Cara N.	Failed	203.0.113.61
Tue 17:31	Client	Cara N.	Logged in	203.0.113.61
Mon 08:02	Client	Ravi P.	Logged in	203.0.113.24

Before

Three inboxes and a phone call

"Who is in tomorrow?" asked by email, answered by hand
Hours approved by a reply that says "fine"
A complaint buried on page two of a thread

With TalentCore

One login each, their own data, your queues

Requests arrive complete, in one place
A dated, named approval behind every hour
Issues in a queue, with a target set the moment they are raised

Fay H. approved 12 timesheet linesExample Foods, week ending 15 Nov. Now in your Timesheets queue.

Why it matters

The routine answers themselves.

For recruiters and for leaders

For recruiters

Requests arrive complete, in one place.

Routine "who is in tomorrow?" questions answer themselves.
Approve sixty shifts in the time it takes to raise one.
Approvals arrive without a chase, and issues sit in a clear queue.
A clear queue, not a complaint buried in email.
No more "can you resend the invoice" emails.

TalentCore for recruiters

For business leaders

A visibly professional service, client by client.

Named users, roles and two-step sign-in answer the access questions large buyers ask.
A dated, attributed approval behind every invoice line. Fewer excuses for late payment.
Large, regular orders are cheap to take on and traceable to what the client asked for.

TalentCore for business leaders

The specifics

What a client sees, and what it can do.

8 rules

Each line is how the product behaves today.

1 + 4: A master switch and four optional switches for each client. All off by default. Report an Issue is always there for every portal user.
3: Portal roles: viewer, approver and admin.
5in 15 minutes: Failed sign-ins before the door closes for a while.
400: The most bookings one request can create. All together or not at all.
5: Ready-made client reports, each with an export.
10: Live API keys for each client, created and revoked by the client's own admin.
Single, date range, ongoing: The three kinds of request a client can make. Ongoing cover shows under Needs extending before it runs out.
Source on every line: Worker, clocked at site, or client. Shown on each timesheet line.

How it connects

The client's side of the same desk.

6 links

Tell us what your clients email you for.

Email us and you will hear back from a person who knows recruitment. We will show you which of those emails the portal replaces.

Talk to us info@talentcorecrm.com