--- title: Guide to Subcontractor Staff Approval Process in Guardhouse (TOP Company) description: View Article --- [Skip to content](https://university.guardhousehq.com/guide-to-subcontractor-staff-approval-process-in-guardhouse-top-company#main-content) English Show submenu for translations [![Text\_gradient gold-1-2](https://university.guardhousehq.com/hs-fs/hubfs/Text_gradient%20gold-1-2.png?width=225&height=30&name=Text_gradient%20gold-1-2.png)](https://university.guardhousehq.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Contact Support](mailto:support@guardhousehq.com) [Contact Support](mailto:support@guardhousehq.com) How can we help you? - There are no suggestions because the search field is empty. 1. [Guardhouse Knowledge Base](https://university.guardhousehq.com/?hsLang=en) 2. [Subcontractor](https://university.guardhousehq.com/subcontractor?hsLang=en) 3. [Subcontactor Sharing](https://university.guardhousehq.com/subcontractor?hsLang=en#subcontactor-sharing) # Guide to Subcontractor Staff Approval Process in Guardhouse (TOP Company) ### Guide to Subcontractor Staff Approval Process in Guardhouse (TOP Company) Print ### **Enable the Subcontractor Staff Approval Feature** **Prerequisite:** Ensure that the companies using this feature are linked. Navigate to **Organization \> Company**. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/uGMR5ykeUd5LE22v_LWu81u8QynX1aby4w.png) Scroll to **Company Settings** and enable the **Subcontractor Staff Approval Process**. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/tU6xG73hKD0c9byt2IoIPFWiuTCMWmluCQ.png) Set the maximum time allowed for staff approval (e.g., 24 hours, 48 hours, etc.). ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/mtncR9tvFIVQrrzQS_TvCkNWjWoprstqUA.png) ### **Widgets on the Dashboard** Once enabled, the **Subcontractor Staff Submission** widget will appear on the Dashboard. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/JeOSG4JRkkX21resi21vHwEkxUdrTFng1A.png) If the top company also provides subcontractor services for another company, the **Rejected Staff Submission** widget will also be visible. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/CtKkdjYzNVBzC8A6qSg9YwqtKfjQUjPCeQ.png) ### **Assign Staff Approval Permissions** Go to **Organization \> Staff**. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/tzeAM49G8m_cWnmFZ8uWTnHLXBy9eJl6KA.png) Select the manager or admin, then enable the option "**Can approve subcontractor staff submission**." ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/PlerTH0QD5XcthQCet6qO6SJ8l-kpcKHkA.png) Click **Save**. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/9l9MOetaeYe3eaGNqBnfg_H4u5U2HT0E_Q.png) ### **Create and Share Linked Shifts** Navigate to the **Schedule** page and create linked shifts as usual. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/_xmVuqU1eW7ojN9p88i9YvjNumG41S4q7w.png) Publish the shifts to the subcontractor. Once the subcontractor assigns staff to the shared shifts, the data will appear in the top company’s system. ### **Review and Approve Shared Staff** On the dashboard, staff shared for the first time will appear in the **Subcontractor Staff Submission** widget for approval or rejection. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/ejmPgsdCqL_9u1osNZ5T11bRxOCtnOhSvg.png) Click on the staff member’s name to review their details. - **Employee Details**: Basic information is displayed. The top company can edit the "Known as First Name" and "Known as Last Name." ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/N6hu8Gx9gPOxTg1DfJJlghqJZF3Z4eMPjA.png) - **Sites**: Mark staff as preferred or blacklisted. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/NFivuN3N8rNF4ljwNLuSj54t7Kd-Ttd3nA.png) - **Licence/Compliance**: Review the attached licenses and compliance documents. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/pDpHFUvR50Hh12aHu8GDVSyXt3JlyZ1f2w.png) - **Schedule**: View shifts assigned to the staff. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/M5q0MYYYbq2U08h5iD9NH1Z685R72_kMMg.png) - **Salary/Wage**: Assign a pay calendar and pay template to the staff. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/OEm0hCtHHyHQR9-UxiZ8E0iUa-2Ock_aTg.png) - **Approval**: Approve or reject the staff member for the shared shift. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/35MJPH2toB7PFaPZdly3qk19XSOaDPit6w.png) ### **Rejection Handling** If a staff member is rejected, a reason can be added in the **Note** section (mandatory for rejections, optional for approvals). The rejection note will be visible to the subcontractor. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/Ax4zEXz38EC0ARDiF_xtc4WZGmEIUW1bVw.png) Rejected shifts revert to blank shifts in the **Schedule** page and will be shown as such to the subcontractor. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/SK3cUOKevYk4dlk1ZDgsqgch9C3xE-Y0Dw.png) ### **Subcontractor Actions After Rejection** The subcontractor can resolve the rejection reason and resubmit the staff for approval or assign a different staff member to the shift. If the subcontractor resubmits the same staff, the approval process must be completed again. Only when the top company approves the staff will his name remain on the linked shift. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/YVo6kgRou5lO7mGDHv3_0q9Fo3hhu_6D0Q.png) ### **REPORTS AVAILABLE FOR THE TOP COMPANY** There are different reports on Guardhouse that the top company can access on the **Reports** section. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/q0xr7iqwXD-zrm1NIU3p7AguIV1NLynmOA.png) **Staff Sharing Approval Process Report** This report provides a detailed history of shared shifts with allocated staff, including: - Staff name and subcontractor. - Approval/rejection date and time. - Name of the approving/rejecting officer. - Time taken to approve/reject the staff. - Notes added during approval/rejection. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/aWnejkJEq8dt1hIHM1W1uYTqz7BxYKrQhA.png) **Subcontractor Performance Report** A top company only report that evaluates the subcontractor's performance, including: - Date and time shared shifts were sent and published to staff. - Time taken for staff to accept shifts (in fractions of an hour). - Number of times a staff member was allocated to a shift. - Scheduled start and end times of shifts. - Geolocation details of staff. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/YO2tlzYGjgjWDw56HFwbfMuX2IHmEIVGsQ.png) This process ensures smooth subcontractor staff management while maintaining transparency and compliance. Reach out to your Success Manager or the GH Support Team to learn more about this feature. - [Dashboard](https://university.guardhousehq.com/dashboard?hsLang=en) - [Schedule](https://university.guardhousehq.com/schedule?hsLang=en) - [Timesheets](https://university.guardhousehq.com/timesheets?hsLang=en#main-content) - [Timesheets v1](https://university.guardhousehq.com/timesheets?hsLang=en#timesheets-v1) - [Timesheets v2](https://university.guardhousehq.com/timesheets?hsLang=en#timesheets-v2) - [Paysheets](https://university.guardhousehq.com/paysheets?hsLang=en#main-content) - [Payroll Extracts](https://university.guardhousehq.com/paysheets?hsLang=en#payroll-extracts) - [allowance/s](https://university.guardhousehq.com/paysheets?hsLang=en#allowance-s) - [Invoicing](https://university.guardhousehq.com/invoicing?hsLang=en#main-content) - [New Zealand](https://university.guardhousehq.com/invoicing?hsLang=en#new-zealand) - [Reports](https://university.guardhousehq.com/reports?hsLang=en#main-content) - [Staff Reports](https://university.guardhousehq.com/reports?hsLang=en#staff-reports) - [Incidents](https://university.guardhousehq.com/incidents?hsLang=en) - [Company Settings](https://university.guardhousehq.com/company-settings?hsLang=en#main-content) - [Timeclock](https://university.guardhousehq.com/company-settings?hsLang=en#timeclock) - [Onboarding](https://university.guardhousehq.com/company-settings?hsLang=en#onboarding) - [Integrations](https://university.guardhousehq.com/company-settings?hsLang=en#integrations) - [Payroll](https://university.guardhousehq.com/payroll?hsLang=en#main-content) - [Allowances & Deductions](https://university.guardhousehq.com/payroll?hsLang=en#allowances-deductions) - [Customers](https://university.guardhousehq.com/customers?hsLang=en#main-content) - [Customer Portal](https://university.guardhousehq.com/customers?hsLang=en#customer-portal) - [Sites](https://university.guardhousehq.com/sites?hsLang=en) - [Tours & Patrols](https://university.guardhousehq.com/tours-patrols?hsLang=en) - [Staff](https://university.guardhousehq.com/staff?hsLang=en) - [Subcontractor](https://university.guardhousehq.com/subcontractor?hsLang=en#main-content) - [Subcontactor Sharing](https://university.guardhousehq.com/subcontractor?hsLang=en#subcontactor-sharing) - [Frequently Asked Questions](https://university.guardhousehq.com/frequently-asked-questions?hsLang=en) - [Getting Started](https://university.guardhousehq.com/getting-started?hsLang=en) - [Holidays](https://university.guardhousehq.com/holidays?hsLang=en) - [Documents](https://university.guardhousehq.com/documents?hsLang=en) - [Leave / Unavailability](https://university.guardhousehq.com/leave-unavailability?hsLang=en) - [Guardhouse Support Topics](https://university.guardhousehq.com/guardhouse-support-topics?hsLang=en) - [Invoicing Integrations](https://university.guardhousehq.com/invoicing-integrations?hsLang=en) - [Payroll Integrations](https://university.guardhousehq.com/payroll-integrations?hsLang=en) - [Product Updates](https://university.guardhousehq.com/product-updates?hsLang=en) - [Release Notes](https://university.guardhousehq.com/release-notes?hsLang=en) - [Webinars](https://university.guardhousehq.com/webinars?hsLang=en) - [Xero](https://university.guardhousehq.com/xero?hsLang=en) - [Guides for Guards](https://university.guardhousehq.com/guides-for-guards?hsLang=en) - [API Integration](https://university.guardhousehq.com/api-integration?hsLang=en) - [Integrations](https://university.guardhousehq.com/integrations?hsLang=en) - [Tablet Clock-in/Clock-out](https://university.guardhousehq.com/tablet-clock-in-clock-out?hsLang=en) [![Text\_gradient gold-1-2](https://university.guardhousehq.com/hs-fs/hubfs/Text_gradient%20gold-1-2.png?width=150&height=20&name=Text_gradient%20gold-1-2.png "Text_gradient gold-1-2")](https://guardhousehq.com) [mailto:support@guardhousehq.com](mailto:support@guardhousehq.com) Copyright © 2025, Guardhouse