How it works › Shifts

Shifts and timesheets

How shifts are booked, how hours are recorded, and what to do when something changes.

In short

You book shifts by the hours per day, days per week and number of weeks you need. Workers clock in and out on their phone, and their hours go onto a Monday-to-Sunday timesheet. You approve or flag each timesheet in your client portal, and only approved hours are invoiced.

Booking shifts

  • New booking: send a request with the service, site postcode, number of staff, hours per day, days per week, number of weeks, start date and whether it is a night shift. Add anything the workers need to know, such as the site entrance or dress code.
  • When you already have a portal account: post a job under Jobs and we send you a quote within 1 business day (Monday to Saturday). You can also use “Book again” on a worker you have had before, or Urgent when you need cover fast.
  • Minimum shift: 4 hours.
  • How soon: staff can start from 48 hours. A start date within 48 hours is priced at the short-notice rate.
  • Night shifts: shifts between 22:00 and 06:00 add £2.50 per hour to the charge rate. Tick “Night shift” and it is shown on your price.

Before any worker is offered your shifts, their right-to-work evidence must be on file. They see the work, the area, the hours and the start date, and accept or decline.

On the day

  • Workers clock in and out on their phone. Each clock-in records where it was made, so it shows whether the worker was at your site.
  • The Today board in your portal shows who is expected, who is on site and who has finished. You can also check a worker in or out with GPS from that board.
  • If a worker has not arrived, tell us through Messages or the Urgent page in your portal, or by email.

Timesheets

  1. During the week

    Hours are recorded

    Clocked hours, less breaks, go onto that week’s timesheet. The week runs Monday to Sunday. If a worker forgets to clock out, the booked hours are used and the shift is marked for checking.

  2. End of the week

    You approve or flag

    Open Timesheets in your portal. Approve each worker’s hours, or approve the whole week at once. If something is wrong, flag that timesheet and add a note saying what.

    If you have not approved or flagged a timesheet within 48 hours, the hours are treated as accepted under clause 4.3 of the Hirer Terms.

  3. After approval

    Approved hours are invoiced

    Only approved timesheets go onto your invoice, which is issued by Wednesday for the previous week. A flagged timesheet stays off the invoice until it is sorted out. See invoices and payment.

This follows clause 4.3 of the Hirer Terms: a dispute about hours is raised in writing within 48 hours of the timesheet being sent to you. Flagging in the portal is the quickest way to do that.

Changing or ending a booking

  • To change hours, add days, swap a shift or cancel one, message us in your portal or email support@gangalrecruitment.com as early as you can. These changes are made by our team, not by a button in the portal.
  • To end a booking, either side gives at least one week’s written notice, unless your booking details set a longer period (Hirer Terms clause 11.1). Email counts as written notice.
  • If the booking was at a discounted rate and you end it before the booked period, clause 11.1A applies: hours already worked are re-charged at the short-notice rate. Hours not worked are not charged. See clause 11.1A.

Cover and replacements

  • If a worker cancels or cannot continue, we aim to replace them within 2 working days and keep you informed.
  • If you are unhappy with a worker’s performance or conduct, tell us and we aim to replace them within 2 working days. If we cannot supply a suitable replacement in that time, the early-end re-charge in clause 11.1A does not apply.
  • You can rate workers placed with you in the portal, add a comment, and mark the ones you want back as favourites.

Request staff Client portal tour