Management of a staffing agency needs a lot of dedication and attention to detail. Even small mistakes can have a big impact on business success. The timesheet workflow from the Temp’s work at the facility to payroll, invoices, and collections must be exact because each hour paid to the Temp must also translate into one hour spent by the client. Correct workforce credentialing is also highly important because it impacts the agency’s client reputation and creates legal risk. The specialist software helps to maintain a high level of accuracy in business operations.

Software programIn 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 operations, increases quality, and ultimately leads to higher revenues and lower costs. 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 integrated workflow systems to manage timesheets.

From work in the facility to the payment of the invoice. A long list of applications is developed to manage various tasks of a staffing agency. While many of these are generic and apply to multiple industries, some have been developed for particular settings. Each software type has pros and cons that should be understood before signing up for too often costly subscriptions.

Agency workflows

Many applications can improve staffing agency operations, making it difficult to select those that match best with business requirements. These can differ widely between agencies because of defining parameters such as strategy, the industry the agency is in, the size of the business, types of clients, and so on. It is, therefore, important to understand the workflows in the agency and the principles 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, the payroll management system should support this. Principal departments where software can significantly improve workflows are:

Sourcing & Recruiting

  • Scheduling
  • Credential management
  • Timesheet processing
  • Payroll
  • Invoices & collections
  • Bookkeeping and reporting
  • Types of Software

With an understanding of the business processes, the next step is determining the most appropriate software. There are three general types:

1. Generic,
2. Generic Staffing and
3. Industry Specific.

The generic software works for a wide variety of businesses across many industries. Excellent examples are Quickbooks for accounting and Microsoft Outlook for e-mail. The advantage of working with generic software is that there usually is a large support community, and it is relatively affordable.

At the same time, since it is not specific to the staffing agency’s industry, it may not be the most effective solution. For example, Quickbooks supports a timesheet management system. At first glance, this is great for managing scheduling and payroll, but it is also error-prone because there is minimal user input validation.