Candidate onboarding is a crucial phase for any recruitment agency. It’s your first opportunity to collect vital information, receive compliance documentation, and ensure candidates are ready to be booked for shifts. But for many agencies, the onboarding process still involves emails, spreadsheets, paper forms—or worse, candidates walking into the office just to hand over documents.
It’s slow. It’s inconsistent. And it creates unnecessary admin. Unlike many general HR apps, the YouRecruit time recording software is purpose-built for staffing agencies, making rota planning and candidate onboarding far more efficient. Designed for everyday use, the WorkTracker employee time tracking app is an all-in-one app for employee communication, shift updates, and compliance management.
Modern HR software changes that completely. With the YouRecruit temporary staffing software, onboarding is no longer a drawn-out task. Many things can be done remotely through the WorkTracker staff clock in app—from capturing selfies for ID checks to uploading certificates and entering key personal details.
It’s faster for candidates, more reliable for your team, and fully integrated into your workforce management system.
Candidate Onboarding, Done Digitally
The YouRecruit shift scheduling software streamlines onboarding through a mobile-first process. As soon as a candidate is accepted, they’re invited to start onboarding through the WorkTracker rota app.
This isn’t a static form or email chain. The WorkTracker job hours app gives each candidate a simple interface where they can:
- Upload compliance requirements – documentation, right to work etc.
- Submit contact and bank details
- Complete essential declarations
- Take a live selfie for ID purposes
- Review and confirm agency terms
Everything is stored securely and linked directly to their worker profile in Temp Manager—so once onboarding is done, consultants can start placing them into shifts straight away.
Faster Starts, Less Admin
Manual onboarding is prone to delays. Missing forms. Incomplete files. Candidates ignoring emails. By shifting the process to a mobile workforce management app, you avoid these hold-ups.
Most candidates are used to working with apps. They expect to do things from their phones. So when the onboarding process lives inside WorkTracker—the same app they’ll use to view shifts, track time, and stay in touch—it just makes sense.
The YouRecruit attendance software gives your team the tools to:
- Send reminders when documents are missing
- Track each step of the onboarding journey
- Approve completed profiles instantly
- Start booking compliant staff faster
For busy consultants, this means less chasing. For candidates, it means a smoother path to their first paid shift.
Compliance Covered from the Start
A Compliance tracker isn’t something you can tack on later. Whether you’re working in healthcare, social care, logistics, or construction, you need to ensure that every candidate is fully vetted and qualified before they’re sent to a client site.
The YouRecruit healthcare software makes compliance monitoring part of onboarding. Candidates are prompted to upload:
- Proof of identity
- Proof of address
- Right to Work documents
- Professional certificates (e.g. NMC PIN, NISCC registration, training records)
- DBS or background check details
Your internal team can then review these in Temp Manager, assign expiry dates, and log each entry against the systems WorkForce Compliance tracker features.
And because YouRecruit is designed to support ongoing compliance administration, you’ll also be alerted when a certificate is about to expire—making it easier to stay audit-ready.
Photos, Signatures, and Selfies
The selfie feature in WorkTracker is a powerful addition to the onboarding process. It’s not just about collecting a selfie—it’s about verifying that the person uploading the documents is the one you’re actually placing. In sectors where ID fraud or misrepresentation is a concern, this adds a simple but effective extra layer of trust.
You can also prompt for a digital signature during onboarding—for example, to confirm agreement to your agency’s terms or policies. These records are time-stamped and stored securely for future reference. Once added, the candidate’s signature can also be reused by clients to auto-sign digital timesheets, ID cards, or other documentation, reducing the need for repeated approval steps.
Tailored Onboarding by Role or Division
Not every placement is the same. A healthcare worker needs different checks than a warehouse order picker or a school support assistant. YouRecruit lets you customise onboarding by job role or division.
This means:
- Healthcare candidates see fields for NMC, training certs, and references
- Construction staff complete a shorter, relevant set of checks, for example, uploading an in-date CSCS card certification
- Education workers include relevant safeguarding details
It helps you keep the process focused and relevant, and avoids overloading candidates with unnecessary forms.
Central Control with Temp Manager
WorkTracker handles the candidate-facing experience, but all onboarding data is funnelled into Temp Manager, where your agency team can manage, review, and approve submissions.
From here, you can:
- Filter candidates by onboarding status
- View missing items at a glance
- Download full compliance packs
- Share approved candidates with clients
- Link onboarding directly to shift availability
It’s the command centre for your entire recruitment workflow, with onboarding acting as the gateway to everything that follows.
Onboarding Meets Availability
Once onboarding is complete, candidates can immediately start managing their availability through the same app. This is where WorkTracker becomes more than just an onboarding tool – it becomes their daily connection to your agency.
They can:
- Enter when they’re free to work
- View and accept available shifts
- Track hours and timesheet approvals
- Receive notifications from consultants
The onboarding experience becomes part of a wider employee app that supports their entire journey—right from first contact to regular placements.
Better First Impressions for Your Brand
Candidates talk. If your onboarding process is clunky or slow, word gets around—and the best temps might not stick around to complete it. A clear, modern digital process makes a better first impression.
With YouRecruit, candidates get a professional, app-based experience from day one. That builds trust and positions your agency as one that’s organised, responsive, and easy to work with.
It also reduces drop-off. When onboarding can be done digitally on a smartphone during a lunch break, fewer people abandon the process halfway through.
Third-Party Compliance Support: NMC, NISCC and More
YouRecruit also supports integration with a range of third-party compliance providers, enabling consultants to verify and track candidate training, right to work documents, and key certifications. This makes it easier to manage staff suitability for specific roles. Current supported services include NMC, NISCC, Healthier Business, Health Matters, and Google Sheets.
By embedding employee compliance workflows into the platform, YouRecruit helps agencies maintain oversight of qualifications, certifications, payroll alignment, and working hour limits—ensuring all criteria meet required regulatory standards.
A Smarter Way to Scale
As your agency grows, manual onboarding becomes a bottleneck. You can’t keep hiring more admin staff just to process forms. You need HR software that scales with you.
YouRecruit automates what can be automated, gives your team full oversight, and creates a faster path from registration to shift placement. With WorkTracker the clock in clock out ability lets staff record their working hours directly from their phones.
It’s not just about speed—it’s about doing things right, consistently, and with full visibility.
Recruitment agencies advertising for temp staff might want to have a look at the YouRecruit Job board multiposting module.
You’ll find many more great features within YouRecruit, WorkTracker and Temp Manager, perfect for onboarding employees and workforce planning.
If you have any additional questions or would like to schedule a demo; we would be pleased to set up a screen sharing call and discuss your requirements,
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