Management of a staffing agency needs a lot of dedication and attention to detail. Even small mistakes can have big impact on business success. Especially the time sheet workflow from the Temp's work at the facility to payroll, invoices and collections must be exact because each hour of work paid to the Temp must also translate into one hour paid by the client. Correct credentialing of the workforce is also highly important because it impacts the agency's reputation with its clients and can also create a legal risk. Specialist software helps to maintain a high level of accuracy in business operations.
In addition to the need for accuracy the benefits of using staffing software become apparent early on when the staffing agency begins to grow. Business automation significantly reduces the time spent on day-to-day operation, increases quality and ultimately leads to higher revenues and lower cost. Software that supports business automation can for example be a database to manage the growing candidate pool and recruiting activities, applications to simplify scheduling or an integrated workflow systems to manage time sheets all the way through from work in the facility to payment of the invoice.
There is a long list of applications that was developed for the management of various tasks of a staffing agency. While many of these are quite generic and apply to a wide range of different industries, some have been developed for very specific settings. Each of these types of software has its pros and cons that should be understood before signing up to often costly subscriptions.
Agency workflows
There are many applications that can improve staffing agency operations. This makes it difficult to select those that match best with business requirements. These can differ widely between agencies because of defining parameters such as strategy, industry the agency is in, size of the business, types of clients and so on. It is therefore important to understand the workflows in the agency and the principals of operation first, determine how software can improve each of these workflows and then begin with the screening of vendors. For example, if an agency pays Temps every week then the payroll management system should be able to support this. Principal departments where software can significantly improve workflows are:
- Sourcing & Recruiting
- Scheduling
- Credential management
- Time sheet processing
- Payroll
- Invoices & collections
- Book keeping and reporting
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