Crew Job Agenda and Mobile Timesheets

The Job Agenda gives Staff/Crew a simple online view of the jobs assigned to them and lets them submit the actual time they worked.

Crew using the Job Agenda do not need a HirePOS User account.

They access the staff portal using their Staff record and PIN/Password.

Use the Job Agenda for people who work on specifically assigned jobs, such as:

• Event crew

• Casual or contract staff

• Setup and pack-down crews

• On-site workers

• Staff assigned to customer jobs or services

If an employee instead needs to clock on at the beginning of their normal working day and clock off at the end, use Staff Clock On/Off.

Before sending the Job Agenda link:

1. Go to Setup > Staff.

2. Open the Staff/Crew member.

3. Enter a PIN/Password.

4. Confirm their mobile number if the link will be sent by SMS.

5. Save the Staff record.

A normal HirePOS User account is not required for this workflow.

To send a crew member their personal link:

1. Go to HR > Calendar.

2. Locate the Staff/Crew member.

3. Click the eye preview icon next to their name.

4. Select SMS Agenda & Timesheet Entry link.

5. Review and send the message.

The link is personal to that Staff/Crew member.

They can keep the original SMS or bookmark the page for future use, so the link does not normally need to be sent again.

The Job Agenda shows work that has been assigned to that Staff/Crew member.

This includes upcoming assigned jobs and unfinished work.

Completed jobs from the past no longer remain in the normal upcoming agenda.

Jobs accepted through Job Invitations automatically become assigned work and appear in the person's Job Agenda.

The Job Agenda is designed around the information needed for the crew member to identify and complete their assigned work.

Depending on the job, this can include information such as:

• Scheduled date/time

• Shift

• Job or Task description

• Job reference

• Delivery or work location

• Estimated time

• Time already recorded

The Job Agenda is a focused staff portal. It does not provide the crew member with normal access to the HirePOS application.

To record completed work:

1. Open the assigned job in the Job Agenda.

2. Click Timesheet Entry.

3. Enter the actual Start Date/Time.

4. Enter the actual Finish Date/Time.

5. Enter any Break Minutes.

6. Add Notes where required.

7. Sign the Timesheet.

8. Save the entry.

HirePOS calculates the actual time worked from the entered times and breaks.

The mobile Timesheet records the device location when the entry is submitted.

The browser must therefore be allowed to access the device's location.

If location access is blocked, the Timesheet cannot be submitted successfully.

If a staff member is unable to save their Timesheet, check the browser or device location permissions.

The Job Agenda is designed to maintain the Timesheet for that Staff/Crew member and assigned job.

If the worker returns to the same job and updates their Timesheet, HirePOS updates their existing entry rather than creating repeated Timesheets for the same assignment.

Submitted work becomes available to office users through HR > Timesheets.

The Timesheet retains the relevant job context, such as the Staff member, Shift and associated Sales Record or task where applicable.

Office users can then review the actual time worked together with job details, signature and location information.

See Timesheets for office-side entry and review.