Skip to main content

Candidate portal

The candidate portal gives candidates access to selected placement, timesheet, compliance, document and availability information.

Portal access and available features depend on your workspace configuration, candidate status and permissions.

Invite a candidate​

Candidates normally need to be invited before they can use the portal.

From the candidate record, use the portal invite action where available. RecSphere sends the candidate an invitation email asking them to set their password. After setting a password, the candidate can log in with their email address.

When creating a new candidate, you may be asked whether to invite them immediately or invite them later. Invite later if the profile, CV, compliance requests or contract information are not ready for the candidate to see yet.

Check before inviting

Portal invitations send an email to the candidate. Confirm the candidate, email address and readiness of the portal information before sending an invite.

What candidates can see​

Depending on their stage and configuration, the portal dashboard can show:

  • current contract information
  • agreed rate information
  • recruiter or consultant information
  • timesheets
  • compliance requests
  • questionnaires
  • contracts
  • payslips
  • availability
  • shared documents
  • travel, accommodation or logistics information

If a candidate has multiple active or upcoming contracts, the portal may show more than one contract.

Candidate portal navigation can include:

  • Dashboard
  • Questionnaires
  • Timesheets
  • Expenses
  • Contracts
  • Payslips
  • Availability
  • Compliance
  • Documents

The exact menu depends on the candidate's setup and your portal configuration.

Questionnaires and onboarding details​

Questionnaires can be used to collect information from the candidate, such as ABN, bank details or other onboarding information.

Where configured, submitted questionnaire answers can flow back into the candidate profile. Review sensitive financial or payroll information before using it in payroll processing.

The questionnaires area can show assigned questionnaires and completion status. Completed questionnaires may be viewable after submission so the candidate can see what they provided.

Timesheets in the portal​

Candidates can open timesheets from the portal dashboard or the timesheets area.

The portal can show recent or assigned timesheets with statuses such as pending, submitted or authorised, depending on your workflow.

Timesheets may be pre-populated from the contract schedule. The candidate can then review and edit the draft before submitting it. Depending on configuration, they may be able to:

  • add shifts
  • edit shift dates or times
  • repeat shifts across multiple days
  • add or edit breaks
  • remove shifts that were not worked
  • add notes
  • add allowances or shift types where configured
  • upload expense receipts
  • submit the timesheet

Submitting a timesheet notifies the relevant internal team according to your payroll workflow.

Timesheet rows can include the day, shift, hours, breaks, allowances, notes and actions. Candidates should update the timesheet to reflect what they actually worked before submitting it.

Standalone expenses​

Where enabled, candidates may be able to add standalone expenses even when there is no active timesheet. This is useful if a placement has finished and the candidate still needs to claim an agreed item.

Check the expense source, approval evidence and treatment before processing standalone expenses.

Contracts and placement details​

The contracts area can show the candidate's current or upcoming work. It may include client details, location information and maps.

If logistics information has been shared, candidates may also see travel, accommodation, tickets or itinerary documents.

Contract lists can show whether the placement is active and the start or end dates. Candidates should use this as a reference point, not as a replacement for checking their timesheet and schedule.

Availability​

Candidates may be able to set future availability in the portal. Availability can support candidate matching, scheduling and pipeline visibility.

Review availability alongside the candidate schedule before relying on it for a booking decision.

Compliance and shared documents​

The portal can show requested compliance documents and shared documents.

Candidate documents only appear in the portal when they have been shared according to your process. For example, an accommodation itinerary can be marked as shared with the candidate so it appears in their portal documents.

Use the candidate record's Documents tab to control whether an uploaded document is shared with the candidate. Only share documents that the candidate is meant to see.

Digital and manual timesheets​

Some clients or candidates may still require paper or manual timesheets. Digital timesheets can be controlled at candidate or client level where the setting is available.

If digital timesheets are not enabled, payroll users can upload a manual timesheet internally. Where configured, RecSphere can attempt to read the handwritten or uploaded timesheet and populate timesheet information for payroll review.

Manual timesheets need review

Always check extracted timesheet information against the original document before approving or sending it into payroll.

  • Candidate Documents
  • Candidate Compliance
  • Candidate Financials
  • Timesheet Details
  • Contract Expenses and Timesheets