When introducing clients to the Worktracker employee app and how we take care of digital timesheets, clients would very often show us how they manage timesheets manually.
I remember once with a recruitment consultant trying to decipher a timesheet that genuinely looked like a bird had walked across it after dipping its feet in ink. This is not uncommon. There are many stories that you may be familiar with that involve errors and issues with timesheets and team scheduling that are easy to solve with the right tools.
Managing timesheets at scale is one of the toughest back-office tasks for recruitment agencies. When hundreds of temporary staff are working across different locations, shifts, and pay rates, even small errors in timekeeping can snowball into payroll issues, billing delays, and compliance risks.
That’s where digital timesheets and efficient compliance software come in—and for agencies using the YouRecruit staffing CRM software with this rota planner system, the benefits multiply with the WorkTracker timesheet portal and Temp Manager working in sync.
The YouRecruit temporary staffing software offers one of the most focused HR apps for managing staff availability, shift planning, and timesheet approvals in real time.
Instead of relying on handwritten forms, emails, or spreadsheets, digital timesheets provide a fast, accurate, and fully integrated way to track hours, get client sign-off, and prepare for payroll—all from a centralised workforce management system.
Logged and Approved via the WorkTracker Staff Clock in App
The WorkTracker shift management app sits in the hands of your temps. From here, they can view booked shifts, clock in and out in a timely fashion, submit hours, and track approvals—without needing to call a consultant or fill out paper timesheets.
Staff, especially in healthcare, where mobility is the norm, can log their hours directly after their shift ends. Client signatures can be obtained on the spot.
Because timesheets are tied to the shifts already booked in thye WorkTracker job hours app, you avoid rogue entries or missing hours. That also means fewer admin queries from your team trying to match records at the end of the week.
Managed Centrally in Temp Manager
Everything your workers do within the WorkTracker employee time tracking app flows automatically into Temp Manager. From here, your consultants and payroll staff can review submissions, apply checks, and trigger approval workflows.
Need clients to verify hours? Temp Manager can provide online clients with a secure login where they can approve or query shifts digitally. The status is updated in real time, cutting down on emails and paperwork.
With full visibility across each placement, consultants and administrators can:
- View missing submissions at a glance
- Filter by site, client, or pay type
- Run digital compliance tracker checks before assignment and ultimately streamline payroll management processes.
- Export data in the preferred payroll format
The result is fewer errors, faster approvals, and a smoother payday—for everyone involved.
Staff-Friendly Timesheet App on Mobile
Your temporary healthcare workers are busy and on the move. They need a mobile timesheet app that’s simple, reliable, and easy to use. That’s exactly what WorkTracker delivers.
Once a shift is worked, staff are prompted to confirm their time. They can include breaks, add optional notes, and even attach a signature or site manager approval where possible.
This staff time tracker doesn’t just replace paper forms—it improves on them. With autofill options and logic built-in, it prevents basic errors like:
- Missing shift dates
- Overlapping time entries
- Incorrect break durations
For temp staff working across different roles and locations, this creates a clear, central record they can trust.
Supporting Third-Party Compliance: NMC, NISCC and Beyond
Agencies working in healthcare, education, or social care often need to provide audit-ready documentation to external governing bodies like the NMC (Nursing and Midwifery Council), NISCC (Northern Ireland Social Care Council), Social Work England, or other compliance administration providers.
Digital timesheets give you a cleaner, faster way to meet these expectations. You can:
- Pull full shift logs by worker, site, or date range
- Show confirmed hours with client approval stamps
- Cross-reference with availability, qualifications, or right-to-work checks
And because the YouRecruit recruitment agency software links digital timesheets with other employee compliance management modules, it’s easier to spot risks in advance. Whether that’s someone approaching their weekly hour limit, or a mismatch between booked hours and training status.
Time Data You Can Trust
One of the biggest issues with manual timesheets is not knowing whether the data is accurate until after the fact. Did someone forget a lunch break? Was the shift really from 8 to 6? Were both sites billed the same worker?
With digital timesheets tied directly to booked shifts, there’s no guesswork. You can compare what was expected against what was submitted and approved—right from Temp Manager.
This is especially useful when running payroll exports or invoicing clients. You know the hours are approved. You know the rates are correct. You can back it up with audit logs and timestamps.
It’s a far cry from chasing emails and scanning timesheet folders the morning before payday.
Easy Exports for Payroll and Billing
Once hours are approved, they can be exported into your preferred format for payroll processing, or fed directly into billing software. Whether you work with in-house systems, or third-party time recording software, the YouRecruit staff communication platform supports the flexibility you need.
You can also create client-specific exports, with grouped timesheets, totals by cost code, or breakdowns by site—perfect for keeping high-volume clients happy with clean records and on-time invoices.
Timesheet Accuracy = Better Planning
Digital timesheets don’t just help after the shift—they help you plan better for the future. By reviewing past hours worked, drop-off rates, late clock-ins or overages, you can adjust your rostering strategy accordingly.
Within Temp Manager, you can view patterns like:
- Frequent late arrivals or early departures
- Unapproved overtime
- Gaps between availabilities and actual attendance
These insights help agency consultants recommend more reliable temps, tweak rota patterns, and respond faster to client concerns.
WorkTracker + Temp Manager = Full Timesheet Control
Digital timesheets only really work when the process is joined up from start to finish. That’s why the YouRecruit healthcare software with a combination of WorkTracker for temps and Temp Manager for agency consultants and administrators makes such a difference.
Everything works together in real time. No re-keying. No duplicate records. No time lag between a shift being worked and payroll data being ready.
For recruitment agencies managing high volumes of placements, this level of control over your timesheet app, Workforce Compliance, and your payroll pipeline isn’t a bonus – it’s essential.
With regard to agencies advertising vacancies, you might also wish to check our Job board multiposting module.
There are many other handy features within the YouRecruit shift scheduling software, perfect for workforce planning, employee availability management, compliance monitoring and employee onboarding.
The YouRecruit staffing agency software offers a powerful rota app for employee assignments, making it easy to manage shifts, log hours, and stay connected with their agency. Using the WorkTracker mobile workforce management app, a clear clock in clock out process helps ensure fairness and accountability across shifts.
With the YouRecruit Android timesheet app, agencies can manage staff on the go, ensuring accurate records and faster approvals.
We also offer a Training Demo that’s available to you for free if you have questions when setting up.
If you would like to schedule a demo; we would be pleased to set up a call and get you off the ground. You can use our online form to Contact Us at any time.