Temps
The Temps tab is where you can view, search, and add temps so that you can request to fill assignments and shifts. On this page, you can easily see the status of your temps, manage their credentials, and view their calendar for past and present work activities.
The Temp Manager allows you to search and manage your workforce efficiently. The layout of the Temp manager can be customized as follows:
Customize Layout
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Click the Show/Hide Column button to select or remove columns. Changes are applied in real-time.
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Drag and drop column names to adjust their order.
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Click Save Default View to save the customized layout. You can modify the layout at any time.
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Click Apply Default View to revert any changes back to your saved default view.
Quick Filter
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The Quick Filter is a type-ahead search that filters the Temps Table as you type into the filter field. This is useful to find assignments for a particular name, address, certification, etc.
Search For Temps
The Show Search Form button (TIP: hitting Ctrl + Shift + F on this will open the search page) allows you to search and filter across all Temps on criteria such as work history, name, facility status, certification, and more. Searches that are used frequently can be saved for quick access.
TIP
After setting your desired filter, click the Off/On switch next to Auto-save/Load Last Search for the system to skip the filter page and go directly to the table view when viewing the page.
*% Wildcard Searchable Fields (for example: %@gmail.com)
Temp Table
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The Temps table is where all of the results of the search and filters will be displayed. The table is interactive and the data will sort based on clicking on a column header. The table can display the following fields and actions:
NOTE: Table will display 50 results per page, use the Previous, Next, or number buttons to navigate between pages.
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*Options in the drop-down menu are controlled by the VMS admin.
Adding a Temp
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To add a new temp to your portal, use the below steps:
1. On the Temps tab select +New Temp
2. On the Add New Temp window enter all of the required fields marked with an asterisk (*)
a. First Name
b. Last Name
b. Certification
d. Specialty
e. Work Types
3. Select Save Changes to finish setting up the temp profile
4. Add any additional information that you wish
5. The temp profile has now been set up and is ready for credentialing.
In a Temp’s information tab you can add any of the following pieces of information broken down by category:
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Personal Information
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First Name
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Middle Name
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Last Name
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Nickname
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Contact Address
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Address
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Address 2
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City
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State
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Zip
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County
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Country
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Other Address
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To add an Other Address click the +Add Address button and then fill out the desired information
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IMPORTANT NOTE: If an address is not added to a Temp’s profile certain features will not be available to you.
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Contact Information
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Home Phone
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You can add additional phone numbers by selecting the Add dropdown menu and selection the phone category (ex. Work, Other, Cell, etc)
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Email Address
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You can add an Other Email Address by clicking the + sign next to the email address
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Emergency Contact Person
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Emergency Contact Phone
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Emergency Contact Relationship
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HR Information
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Status
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Dropdown options are set up by your VMS program administrator
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Date of Birth
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Gender
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First Contact Date
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Hire Date
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Termination Date
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Employed At
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Referred By
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Employee ID
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HR Notes
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VMS Worker External ID
Professional Information
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Certification*
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Specialty*
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Primary Cert*
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Years Exp.
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Work Types*
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Travel Availability Date
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Travel Note
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*Dropdown options are set up by your VMS program administrator
Note
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Notes
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Staffing Notes
TIP
Adding an email address is recommended as an email address must exist to invite a temp to the Workforce Portal
**Options in the drop-down menu are controlled by the VMS admin.
Editing a Temp
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Editing the details of a temp can be done in two ways:
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From the Temps Tab
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On the Temps tab click on the name of the temp you wish to edit
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This will open the Info pop up
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On the Info pop-up up scroll to the section you wish to edit (ex. Personal Information, Contact Information, etc) click Edit, make the desired changes and click Save before closing the pop-up.
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From the Calendar, Credentials, Documents, and Journal page
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When editing/viewing an of the Calendar, Credentials, Documents, or Journal click the Info button in the sub navigation pane to open the Info pop-up
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On the Info pop-up up scroll to the section you wish to edit (ex. Personal Information, Contact Information, etc) click Edit, make the desired changes and click Save before closing the pop-up.
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Credentialing a Temp
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Credentialing your temps is one of the most important parts of managing your workforce in the FlexForce Vendor Management Platform. Having a fully credentialed workforce increases your time to fill and the chances your worker gets filled into the open order.
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Adding Licenses
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To add licenses to a temp navigate to the Temps tab and click the Credentials icon under the name of the temp you wish to manage the credentials of.
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On the credentials page use the following steps to add a license
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Under the professional licenses section of the left-hand column select the certification (if there is not already a certification listed)
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If the license is national, select the country; if the license is state issued, select State from the dropdown and then select the state where the license was issued
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Click Save in the bottom or top of the page to add the row
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Click the radio button to indicate if the license is part of the compact
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In the row of the license you wish to add under the Docs row click the folder icon
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This will take you to the Documents page click Choose File to select the credential from your computer
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After selecting the file from your computer click Upload File
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After the file has successfully upload go back to the credential page and set the expiration date or requirements completed date if required
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After setting the date click the Save button at the bottom or top of the page to save the date
Adding Credentials
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To add credentials to a temp navigate to the Temps tab and click the Credentials icon under the name of the temp you wish to manage the credentials of.
Inside of the credentials page you will see the required licenses, certifications, documents, and tests. Requirements are set by the VMS and can be different based on the certification, specialty, client, unit/floor/department, or order.
Within the credential page there is color-coding to make it easy for you to determine requirements, credentials out of compliance, and credentials that are going to expire.
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Red Titles – mean that a credential is out of compliance
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Red Dates – mean that this credential date is going to expire in the next 45 days
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Blue Highlights – means that this item is required for compliance
Adding a required credential can be done by using the following steps
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In the row of the credential you wish to add under the Docs row click the folder icon
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This will take you to the Documents page click Choose File to select the credential from your computer
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After selecting the file from your computer click Upload File
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After the file has successfully upload go back to the credential page and set the expiration date or requirements completed date if required
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After setting the date click the Save button at the bottom or top of the page to save the date
Adding a non-required credential can be done by using the following steps
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In the left-most column, click the Select Credentials hyperlink to find the credential you wish to add
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In the find credentials pop-up either type ahead to find the credential or select from the menu and click the name of the credential you wish to add
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After adding it click the Save button at the top or bottom of the page to add the credential to the temp
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Then in the row of the credential you created under the Docs row click the folder icon
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This will take you to the Documents page click Choose File to select the credential from your computer
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After selecting the file from your computer click Upload File
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After the file has successfully upload go back to the credential page and set the expiration date or requirements completed date if required
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After setting the date click the Save button at the bottom or top of the page to save the date
TIP
Adding an email address is recommended as an email address must exist to invite a temp to the Workforce Portal
Editing or Deleting Credentials
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To edit or delete credentials of a temp navigate to the Temps tab and click the Credentials icon under the name of the temp you wish to manage the credentials of.
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Editing Dates
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To edit a date simply update the date and click Save at the bottom or top of the page to save the changes.
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Editing Credential Documents
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To edit a credential file click the Docs folder icon of the line item you wish to edit.
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On the documents page you can upload a new file by clicking the Choose File button and select the new file you wish to upload
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Click the Archive button next to the old version to ensure the newly uploaded credential is the default selection
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Deleting Credentials
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To delete a credential click the trash can icon under the column Del
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A pop up will appear asking you to confirm that you wish to delete the credential as well as archive any documents tied to it.
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Click OK to confirm the choice or Cancel to go back
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Temp Calendars
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The Temp Calendar page allows you to view, manage, and request shifts and availability for a specific Temp.
To access the Temp Calendar page, navigate to the Temps tab and click the Calendar icon under the name of the temp whose documents you wish to view. This will open a new tab with the Temp’s calendar is displayed.
In the bottom right-hand corner of the calendar there is a blue “i”, clicking this will open a legend/info on the calendar colors and icons.
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Requesting a Shift
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Requesting to fill a shift can be easily done inside of an individual Temp’s calendar. Use the following steps to make a request:
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Click on one of the gold-colored bars # Open dates on the calendar
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On the right-hand side of the screen the details for the open shift(s) will appear
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Click Request Shift on the shift you wish to request to fill
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Click Send Request to submit the request to the VMS
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OPTIONAL: you can add notes in the request that the VMS will be able to review as part of the request
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NOTE: If your VMS allows supplier scheduling and your temp meets all of the credentialing and compliance rules you may be allowed to schedule the temp directly into the opening instead of following the request process.
NOTE: If there are any credentialing or compliance issues these will appear after you click Request Shift.
TIP
In order to see shifts in a Temp’s calendar the Temp’s primary address must be within 50 miles of the shift address.
Shift Status
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On the calendar view, a shift can appear in any of the following statuses:
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Completed – the shift has been worked
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Scheduled – the shift is on the temp’s calendar and yet to be worked
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Requested – your organization has submitted a request for the temp to work the shift, but has not yet been confirmed by the VMS
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Open – the shift is available to be worked
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Paid – the shift has been worked, a timecard has been submitted and approved, and the worker has been paid
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Viewing Worked Shifts & Timecards
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Previously worked shifts will appear on a Temp’s calendar as grey bars on the date the shift was worked. A red clock icon next to the shift indicates that time has not been entered, a grey clock icon next to the shift indicates time has been entered for the shift.
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Clicking on the date of the shift opens the completed shift details where you can see the facility, location, certification, specialty, and the timesheet preview.
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Managing Availability
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Temp Availability is an important aspect of Contingent Staffing, as the goal of the staffer is to have a shift or availability for each day on the temp's calendar. Availability appears on a Temps’ calendar as a green (available) or red (Do Not Work/DNW) in the upper left-hand corner of each date.
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To add availability to a Temp’s calendar use the following steps
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Click on the date in the calendar you wish to add availability for
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If there are open shifts on that date the system will display those first under the Open tab. To see the Availability click on the Availability tab beneath the date on the right-hand pane.
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Make a selection from among the following
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Shifts (ex. 8hr day, 12hr day, DNW, etc)
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Current date or set a date range
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OR click Set Permanent Availability to set the shift availability for every day of the week (multiple shifts can be selected) then click Apply
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After making the desired selections, click Save
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Temp Documents
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The Temp Documents page allows you to manage all of the uploaded for a temp. On this page you can upload, download, and archive files. These files could include; resume, vaccination records, clinical competency tests, and any other required documentation to submit a candidate.
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To access the Temp Documents page, navigate to the Temps tab and click the Documents icon under the name of the temp whose documents you wish to view. This will open a new tab with the Temp’s documents displayed.
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Uploading a Document
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To upload a document to the system, use the following steps:
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Select the Document Type from the drop-down menu
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Click Choose File to open the browse window and select the file you wish to upload
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After selecting the file you can optionally add any notes around the document
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Click Upload File to complete the process
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The uploaded file will appear in the documents table at the bottom of the page
TIP
​Recommended File Types: .pdf, .jpg, .gif, .xls, .doc, .txt (DO NOT USE file types .psd, .bmp, or .tif You will NOT be able to use these with submissions) Maximum File Size: 5 MB
Downloading a Document
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To download a document to the system, use the following steps:
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1. Click on the document name to view the document - this will open the document in a new browser tab.
2. Right click on the document and select Save As to save a local copy of the document.
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Archiving and Unarchiving a Document
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Archiving a document can be easily done by clicking Archive next to the document you wish to inactivate.
To unarchive a document that has been archived simply click the Unarchive button next to the document you wish to reactivate.
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Temp Journal
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The Temp Journal is where you can find the full history of all actions, edits, updates, and notes around a specific temp. To access the Temp Journal navigate to the Temps tab and click the Journal icon under the temp you wish to view.
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In the Temp Journal you can expect to see the following columns
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Journal Type which designates the action taking place (ex. Credential update, general note, shift request, etc)
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Client the client associated with the order
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Order this indicates the specific order associated with the journal entry
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Clicking the Order Number opens a link to the specific order
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Note shows details around the action taken
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Last Updated shows the last update date, time, and user for the journal entry
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TIP
​Recommended File Types: .pdf, .jpg, .gif, .xls, .doc, .txt (DO NOT USE file types .psd, .bmp, or .tif You will NOT be able to use these with submissions) Maximum File Size: 5 MB
Searching the Journal
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Searching for specific journal item(s) can be easily accomplished two ways
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Quick Search
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In the right-hand portion of the page just above the table type your search into the Search: bar
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Search Journal History
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At the top of the page click the grey Search Journal History bar to expand the search options.
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You can filter and search the journal with the following options
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Date Type
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Created
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Last Updated
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Due Date
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Date
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Select from the preset options or a custom date range
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Client
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Subject
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Note
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Free-text field allowing you to search for key words
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After setting your criteria click the Search button and the table below will display your results
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