HR Software for Staffing Agencies

Our Software for Staffing Agencies

Services provided by staffing agencies

Staffing agencies support companies in all areas related to human resources. These include in particular services for recruiting, deploying and releasing personnel. At the same time, they specifically recruit talented applicants and support them in their job search and further career path. Staffing agencies thus take on a dual role: for companies they are partners in recruiting, for applicants they are career coaches and employment agents.

Requirements for staffing agency software

This gives rise to many challenges for staffing agencies. Especially due to the temporally and spatially distributed nature of the work, an intelligent software solution like projectfacts has become indispensable in the day-to-day work of staffing agencies.

It…

• increases the efficiency of business processes,
• maps daily workflows digitally and
• automates administrative tasks.

Many staffing agencies already trust projectfacts. Why is that? Which processes can projectfacts digitally map and optimize for staffing agencies? Which features lead to a noticeable reduction in workload? In the following blog post we take a look at these questions and also give one of our customers, WAHLER Human Resources from Munich, the opportunity to speak.

An integrated solution for your HR processes

Problems with conventional software tools

It is a process that takes place on a daily basis in countless service companies: employees work through order items that belong to a specific customer project. These are then to be invoiced based on actual effort. Although this workflow, or one similar to it, is carried out daily in many HR companies, there are very few software products that offer an adequate solution for this. Why is that? One of the central reasons is certainly the large number of underlying sub-processes.

Although not immediately apparent, a whole series of individual tasks need to be handled by the software for the described process and need to seamlessly flow into one another (personnel planning, time tracking, project management, billing, etc.). There are many individual tools on the market for this, but they frequently suffer from two problems:

• The individual HR tools are not networked with each other and
• they are mostly rigid standard applications that do not offer the necessary flexibility.

The alternative: projectfacts

projectfacts is designed from the ground up differently: we think in processes and advise our customers on how they can digitize and optimize their workflows in the best possible way. To this end we offer you two fundamental advantages:

• We draw on 20 years of experience in digitizing service companies.
• projectfacts is a digitization solution for your entire company, meaning you can handle all your business processes seamlessly in a single piece of software.

WAHLER HR also chose projectfacts for these reasons. Managing director Michael Wahler was particularly convinced by the fact that the individual modules in projectfacts work together without interfaces and that all processes can thus be mapped in a single software:

“This saves us a lot of administrative effort.”

Digitizing and optimizing processes for staffing agencies

Thanks to the integrated approach of projectfacts, all business processes converge in a single software. Staffing agencies can use projectfacts as a central hub for their company. Certain workflows are typical and reflect the core business of staffing agencies:

• Acquisition of client companies
• Recruiting of qualified applicants
• Deployment planning for temporary staffing
• Time tracking and billing

These processes have in common that they quickly become very complex as the company grows. That is why a software solution is an ideal way to reduce complexity and make workflows simpler and more efficient. A not inconsiderable advantage – especially in staffing services where speed is of the essence.

Acquisition of client companies

Staffing agencies live on long-term good customer relationships. So nothing makes more sense than systematic Customer Relationship Management. This applies doubly, because as actors in a two-sided market, staffing agencies manage both company and applicant contacts.

projectfacts offers a simple solution for this. Even with a large number of contacts and activities as is typical for staffing agencies, you always maintain an overview. All contact-relevant information is automatically collected and presented in a clear manner.

Contact details such as phone numbers and email addresses are displayed for example on a business card, and recently performed activities are presented clearly on a timeline. Beyond that, the projectfacts contact manager offers many more options:

• Jump intuitively between personal contacts and organizations.
• Store individual contact types and salutations.
• View all documents linked to the contact, such as quotes, orders, invoices, etc.

Through the intelligent links between the elements in projectfacts you immediately know which employee was most recently deployed where and which documents were generated in the process. WAHLER HR also attests to the software solution’s great competence in this regard:

“Our sales process is efficient thanks to projectfacts.”

Recruiting of qualified applicants

Channeling applications with the ticket system

For staffing agencies, young talents are a valuable capital investment. All the more important, therefore, is to design the recruitment and the entire recruiting process efficiently and professionally. projectfacts offers you a clever solution for this: the ticket system

WAHLER Human Resources has also discovered the ticket system for themselves. Applications are channeled here and land directly in the right place. This simplifies internal processes and increases the chance of identifying valuable applicants early and reliably. Set up automatic replies and save interesting contacts in the CRM module. Application appointments can simply be entered into the integrated calendar. In the course of onboarding, CVs and references can be stored directly in the digital employee file.

A valuable foundation, since project activities often require special skills or qualifications – for example, specific language or programming skills, competencies in a specialist discipline or simply a driving license.

Managing skills and competencies

In projectfacts you can easily store professional, language and social competencies for your employees in the HR profile of the digital employee file and access them at any time. The individual competencies can be grouped together and can also be rated individually.

For your project planning you can then specifically draw on those employees who match the requirement profile of the respective task. CVs, individual profiles or skill overviews can be forwarded directly to interested client companies or via your own distribution lists. A real added value of the software for staffing agencies.

Personnel placement and deployment planning

Rough planning for your projects

The more projects and employees you manage, the more important is a well-developed personnel deployment planning. It’s good if you can (as with projectfacts) draw on an integrated project management system, since resource planning is part of the standard repertoire here.

In addition to classic personnel placement, many staffing agencies also offer temporary staffing (also called leased labor or employee leasing). In this model, effective scheduling of employees is crucial.

Since temporary staffing is often project work, there is no complete planning certainty in advance. Instead, staffing agencies need continuous monitoring of their team’s deployment. Only in this way can they forecast whether an employee will complete their target within schedule or whether the budget is likely to be insufficient. Intelligent warning mechanisms in projectfacts help you to maintain an overview and release new budgets when required.

Detailed planning with the scheduling assistant

In addition to rough long-term planning, the software also helps you with detailed planning. The projectfacts scheduling assistant gives you an extra helping hand: working hours of your employees and the corresponding time distribution are automatically taken from the master data of your employees. This allows you to immediately see on which days your employees are available for how many hours each and can be scheduled. Absences in the form of vacations, public holidays and sick days are also automatically taken into account.

When scheduling, you can decide for yourself how the distribution should be made: How many hours should the employee spend per day? In which period should the work package be processed? The scheduling assistant flexibly adapts to your wishes and requirements.

By their very nature, projects rarely proceed as planned. All the better that projectfacts gives you the ability to react flexibly to new circumstances. Overloads on your resources and employees can be identified at an early stage with the capacity analysis and dynamically balanced out with resource planning.

Time tracking and billing

With projectfacts you can easily record your employees’ working hours. Whether online in the software, on the go via web app or with a chip card at the terminal: time tracking is quick, easy and intuitive.

In addition to pure recording of attendance times, you can also book time directly to individual work packages in projects. This way, staffing agencies know not only when and where their employees were working, but also what they were working on. Booking project times gives you additional options in project controlling (including in the form of earned value analysis). But it also simplifies invoicing. You no longer have to keep track of all your projects on your own; the software supports you in doing so. You can see at a glance when work packages have been completed and new order items can be invoiced. projectfacts automatically takes into account different payment modes and billing rules. “This way, the accounting team immediately knows what can be billed to the customer,” notes Wahler.

Particularly practical in this context is also the digital travel expense report. Especially for HR consulting companies like WAHLER Human Resources, the automatic recording and calculation of travel expenses saves a lot of time and effort.

Your digital HR control center

The term “Human Resources” already implies that personnel is a valuable resource. As such, the digital employee file in projectfacts is something like your “treasure chest”. It contains all relevant information about your employees:

• Contact details
• Employment and contract data
• Hourly rates and salaries
• Overtime and vacation accounts
• Activity overviews

The digital employee file is therefore your control center for human resource management. From here you can manage a wide range of typical HR processes online, for example personnel management (including defining goals and incentives, quality management measures) and personnel remuneration (commissions, surcharges and deductions, travel expenses).

A “digital home” for your staff

projectfacts also supports you in recruiting and personnel development. You can plan, schedule and annotate employee appraisals. This way, for example, goal achievement meetings can be realized without complications. The system reminds you of personnel meetings that are coming up soon. You also receive documentation of all training and development activities for your employees. Associated minutes and certificates can be stored and viewed directly online.

Your employees also find a kind of “digital home” in projectfacts. Regardless of which company they are currently placed with – whether in Berlin, Munich or Tokyo: projectfacts is available online everywhere. This way you always stay in contact and can share important documents centrally or individually – of course GDPR-compliant.

Test projectfacts for your HR online

Are you looking for suitable HR software for your company? Then test projectfacts free of charge and without obligation. Our support team is happy to help you with questions and suggestions.

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This post only gives a small insight into the many possibilities with projectfacts. A complete range of functions can be found on our homepage.

Read the full Success Story of WAHLER Human Resources and discover how projectfacts can simplify your work too.