Guardhouse

Prerequisite: Ensure that the companies using this feature are linked.

Navigate to Organization > Company.

Scroll to Company Settings and enable the Subcontractor Staff Approval Process.

Set the maximum time allowed for staff approval (e.g., 24 hours, 48 hours, etc.).

Once enabled, the Subcontractor Staff Submission widget will appear on the Dashboard.

If the top company also provides subcontractor services for another company, the Rejected Staff Submission widget will also be visible.

Go to Organization > Staff.

Select the manager or admin, then enable the option "Can approve subcontractor staff submission."

Click Save.

Navigate to the Schedule page and create linked shifts as usual.

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.

On the dashboard, staff shared for the first time will appear in the Subcontractor Staff Submission widget for approval or rejection.

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."

• Sites: Mark staff as preferred or blacklisted.

• Licence/Compliance: Review the attached licenses and compliance documents.

• Schedule: View shifts assigned to the staff.

• Salary/Wage: Assign a pay calendar and pay template to the staff.

• Approval: Approve or reject the staff member for the shared shift.

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.

Rejected shifts revert to blank shifts in the Schedule page and will be shown as such to the subcontractor.

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.

There are different reports on Guardhouse that the top company can access on the Reports section.

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.

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.

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.