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Clients overview

A client is the organisation that hires the candidates you place. Clients sit at the centre of RecSphere because vacancies, contracts and invoices all link back to them.

What a client represents​

A client is an organisation that pays you to fill roles. For example, NHS South West is a single client even though it covers many hospitals across the region. You create one client record and then organise the rest of its structure underneath.

Other examples used in this guide include Acme Logistics and South Bank University.

The client hierarchy​

RecSphere organises clients into layers:

  1. Parent and sub-clients - a client can sit beneath a parent client, so a large group (for example, a health network) can hold several member organisations. The client list shows a Parent Client column and a No. of Sub Clients count.
  2. Locations - individual sites belonging to a client (for example, Bristol Royal Infirmary, Bath Royal United Hospital).
  3. Vacancies and contracts - the actual roles and placements, each linked to a specific location.

This structure keeps reporting and invoicing clean, even when one client has dozens of sites.

The Clients page has a view toggle in the toolbar: switch between the standard list and a hierarchy (tree) view that shows parent clients with their sub-clients nested underneath.

Use locations

Even small clients benefit from at least one location for cleaner reporting and invoicing.

Client record tabs​

A client record is split into tabs so you can work with the organisation and its related records in one place:

  • Summary for client details, contact information, main address, sub-clients, contact preferences and headline activity.
  • Details for the editable client profile.
  • Financials for invoicing and finance setup.
  • Vacancies for roles linked to the client.
  • Contracts for placements linked to the client.
  • Candidates for candidates associated with the client.
  • Sub Clients for child organisations in the hierarchy.
  • Departments for internal departments or teams.
  • Contacts for people at the client.
  • Compliance for client-level compliance requirements.
  • Documents for terms, uploaded files and shared documents.

Common client actions can include Rate Card, Upload Terms, View Terms, Mailchimp, Add Task, Add Note, Add Vacancy and Delete, depending on your permissions.

Rate cards​

Rate cards define the pay and charge rates that apply to a client's vacancies and contracts. You can attach a rate card at the client level, the location level, or both. Location-level rate cards override the client default for that site.

Client contacts​

Contacts are the people you work with inside a client organisation. A contact might be a hiring manager, a finance lead or a ward sister. Each contact lives on the client record and can optionally be granted access to the Client portal so they can review shortlists or approve timesheets.

Archiving inactive clients​

When you stop working with a client, archive the record rather than deleting it. Archiving keeps the history of past vacancies, contracts and invoices intact, but removes the client from active dropdowns and search results. You can restore an archived client at any time.