Temporary Employees

Temporary Employees is a module that records all of your temp employees in one simple location. Temp Staff are sent Engage logins and can login to the web version of Engage in a simplified format. From here, Temp Staff can complete their required training and have access to relevant documents as required. Please note this is a chargeable module within Engage. For more information, please email support@engagesolutions.co.nz. 

Authorities

To be an Administrator for Temp Staff, you need to ensure that you have the 'Temporary Staff: Manage' Authority enabled. To learn more about Authorities, please click here.

Creating new Temp Employees

To create a new Temporary Staff member, click on Employees / Temporary Employees / “New Temp”. Fill in the relevant form, please note that fields with a red asterisk are mandatory. 

Once you save your Temp Staff, you will be asked if you would like to activate the employee. By clicking on Yes, the login details will be sent to the Temp Staff and they can use their email address to log in to the web version of Engage to complete their training.

If you select No, your temp staff will still be created, but their account will remain grey rather than green as their details will not be sent out to them. When you are ready to activate their account, simply “Edit” and re-save to get the same pop up to appear. From here, you can then press ‘Yes’. 

Temporary Staff Training

To add training for a temp staff, please ensure the 'Assign to Temporary Staff' button has been ticked when creating a course. This will apply to all Temp Staff relative to the role and branch the training is assigned to. To learn more about training and setting up courses, please click here. 

Please note, Engage also connects to various external training providers which can be used with temporary employees. If you would like to learn more, please email support@engagesolutions.co.nz.

Documents

Under the Temporary Employee’s Bio (Employees / Temporary Employees / "View" next to the relevant employee), you are able to access assigned H&S Documents, Procedure documents, and Other Documents.

H&S Documents are uploaded through clicking on Health & Safety / Documents and will be reflected against all staff to be able to view. 

Temp Staff can also access assigned Procedures, which are set up by those with Admin: Companies status. To ensure Temp Staff can access these documents, you must ensure that the “Assign to Temp Staff” box has been ticked.

To learn more about setting up Procedures, please click here.

Temp Staff can also have 'Other Documents' uploaded against their profile. There are View Permission settings that can be allocated when uploading:

• The Uploader of the document will always have the ability to view the document that is uploaded. 
• If Employee is ticked, the Temp Staff themselves will be able to see the document when logged in to their Engage profile. 
• If Manager is ticked, the assigned Manager to the specific Temp Staff (set up using the Edit button) will be able to see the uploaded document. 
• If Public is ticked, those that have the Temp Staff authority and thus the ability to view the employee's profile will be able to see the document. If a staff member does not have the Temp Staff authority, they will not be able to view the document.

Emergency Contacts

Please ensure that when you upload your Temp Staff that you also input their Emergency Contact data. The Temp Staff themselves can also upload this data when they log in to their Engage account.

To access the Temp Employee’s emergency contact information, click “View” next to the relevant employee, then click on the Emergency Contacts tab. 

Terminating a Temporary Employee’s Engage Profile

Once a Temporary Staff has completed their contract, you are able to make their profile inactive by clicking Edit next to their profile and changing the status to Inactive.

To reinstate this same employee at a later stage, simply edit their inactive profile and change the status to Active. You may need to resend their login details if they have forgotten their Engage password. You can do this by clicking on the Resend Login Details icon next to their name. 

If you have any further queries about Engage or the Temporary Staff module, please email support@engagesolutions.co.nz and we will get back to you as soon as we can.