Portal Reference Guide

The email notification will come from help@indeedflex.com.

Automated emails will be sent to the nominated email address for each branch when:

• New bookings have been assigned

• Details of an existing shift have been changed

• Upcoming booking has been canceled

Automated emails will contain:

• Shift times, dates, and roles needed 

• The number of workers required for each day

If you still need help, feel free to call us at (512) 956-4559 for further assistance or email us at partnerships@indeedflex.com. 

Accepting a booking: You can accept the booking with no modifications by clicking "Confirm" on the bottom right. 

Amending a booking: You can adjust the number of allocations being sent to your Agency. (For example, if you are allocated 9 slots to fill and know you can only fill 7, you can amend the amount to 7 then click "Confirm" on the bottom right and only accept the 7. The remaining allocations will then be distributed to the next ranking agency.)

Declining a booking: If you are unable to fill any of the allocations, you can click "Decline all" 

Note:

• Agencies have a 48-hour window to Accept (confirm the allocations), Amend (make adjustments and then confirm the allocations made to you), or Decline all allocations. 

The "book workers" page shows the Job Information, location, and requirements for the booking. To the right of the page, you will see the two tabs. Available workers and Booked workers 

Available Workers tab allows you to search candidates already submitted to the Agency Portal. Here you can use the Search Box to search for a candidate to fill the role. If the worker's name does not populate that worker may already be booked on a conflicting shift. You can also add a new worker to the platform by selecting the "Add Worker" button on the right side of the page. 

Booked Workers tab allows you to manage the workers you have booked on this shift. You can send the worker a Job Card containing the Role, Venue Address, Uniform Requirements, a link to Google Maps, Shift times, and any Access Instructions the candidate will need to access the venue. Here you can also remove a worker from the shift. (prior to 24 hours before the shift starts.)

** If you are needing to remove a worker from a shift within 24 hours of the shift start time please contact your Account Owner or the US Partnership Team  at partnerships@indeedflex.com **

In the "Timesheets" tab, you are able to filter by the following: 

• 1. All Clients

  2. All Locations

  3. All Workers

  4. All Roles

  5. Status

     • All Status- see all awaiting submission, approved, no show, submitted, and upcoming

     • Awaiting Submission- timesheet is due and needs to be submitted

     • Approved- lets agency know the client approved the timesheet (that was submitted by the agency on Monday by 11:59 PM)

     • No Show- a talent did not show up for the shift allocated

     • Submitted- timesheet was submitted for approval

     • Upcoming- future allocated shifts 

  6. Date Range 

     • You can select the date range (just like selecting the date range for booking a plane ticket) to edit the timesheet that has passed 

  7. View By Client / View by Worker 

Note: 

• You can filter in accordance with what you need for the timesheet and can export with the "Export CSV" button located at the top right.

There are two sub-categories on the Agency Tab: Agents and Branches. The Agent Tab allows the user to add and manage platform users ( Recruiters, Payroll Employees, Branch Managers, etc.) and gives the agency control of what view each user has by attaching specific branches, specific clients, and industries.  The Branch Tab allows agencies that have multiple branches to add them to the portal. 

How to Create an Account for a Branch

Agencies can create an account relevant for each Branch Manager or individual in charge of the branch to manage specific allocations and venues relevant to that branch. Please ensure the steps below is completed before inviting the Branch Manager. 

1. Click on the "Agency" tab and then "Branches"

2. Click add "Branches" located at the top right

3. Add in the branch details and click "Save" 

After the branch is added, agencies can create an account for the Branch Manager by following the steps below: 

1. Go to the "Agency" tab, click on "Agents" 

2. Click "Invite" located at the top right to create an account for the branch manager or individual in charge of the branch location

3. Select the specific industry, venues, branch location, and all information requested