Give Clients Self-Service. Stop Being a Middleman.
Branded client portal where hiring managers post jobs, search candidates, approve shifts, and view reports—without calling you. Reduce admin burden, improve client satisfaction, scale faster.
Hospital A Portal
Manage jobs, search candidates, and approve shifts
12
Active Jobs
3
Pending Approvals
247
Available Candidates
Recent Job Postings
Pending Shift Approvals
Dr. Sarah Chen
Mon, Jan 15 • 8 hours
Your Clients Shouldn't Need You for Everything
Manual client management doesn't scale
Constant "Status" Calls
"Who's coming Thursday? Did you approve the timesheet? Where's this week's invoice? Can I see the candidates?" — Hospital HR calls 5 times per day asking questions they could answer themselves.
Manual Bottleneck
"Client needs a locum pharmacist for Saturday. They email me. I search our database. I email them 3 profiles. They pick one. I set it up. 2 hours wasted. Why can't they just search candidates themselves?"
Can't Scale
"We manage 50 hospital clients. Every one needs hand-holding for basic tasks. We're hiring more account managers just to answer emails. This doesn't scale."
The Cost of Manual Client Management
Average weekly time spent on tasks a client portal eliminates
Your Own Branded VMS System
Give hiring managers a beautiful, fully-branded portal where they manage everything themselves—job postings, candidate search, approvals, reporting. You stay in control.
Job Posting
Clients post their own shift requests and job openings directly into your system
Candidate Search
Browse your candidate database with filters for skills, location, availability, ratings
Shift Approval
Review and approve completed shifts, timesheets, and worker performance
Reports & Analytics
Real-time dashboards showing shift fill rates, costs, worker performance
Timesheet Management
Flexible approval workflows—auto-approve trusted clients or require manual review
Team Management
Add multiple users from the same company with role-based permissions
100% White-Label
Your domain, your branding, your logo—clients never see "Hirepad" anywhere
You Stay in Control
Enable/disable any feature per client. Approve candidates before they're visible. Full oversight.
Mobile-Responsive
Works perfectly on phone, tablet, desktop—hire on the go from anywhere
Features That Scale Your Business
Job posting, candidate search, and flexible timesheet workflows
Self-Service Job Posting
Hiring managers create their own shift requests and job postings directly in your system. You review and approve before they go live to your candidates.
- Guided form: Simple wizard walks clients through shift/job creation
- Approval workflow: Review client posts before they're visible to candidates
- Bulk creation: Clients can create multiple shifts at once for recurring needs
- Custom fields: Add special requirements, parking info, dress code, etc.
Time Saved: Eliminate 8-12 hours/week spent creating shifts on behalf of clients
Post New Job
Create a shift request or permanent role
Note: Your job will be reviewed by the agency before going live to candidates.
Search Candidates
Browse available workers for your shifts
Dr. Sarah Chen
Emergency Medicine • 5 years experience
Dr. James Wilson
General Practice • 8 years experience
Nurse Emma Brown
Nursing • 12 years experience
Candidate Database Access
Clients browse your candidate pool with powerful filters. Request specific workers for shifts. Build their own shortlists. You control exactly which candidates are visible.
- Advanced filters: Search by skills, location, availability, rating, classifications
- Candidate profiles: View experience, ratings, certificates, previous shifts
- Request preferred workers: "I want Sarah for Friday's shift" — direct requests
- Privacy controls: Show only approved candidates, hide contact details
Time Saved: No more "send me 5 profiles" emails—clients find candidates themselves
Flexible Timesheet Approval Workflows
Configure how your clients interact with shift timesheets. Choose the workflow that matches your relationship—from fully automated to manual review.
- Auto-Approve: Shifts automatically approved for trusted relationships. Perfect for high-volume hospitality placements.
- Manual Approval: Clients review and approve hours before invoicing. Ideal for specialized healthcare placements.
- Dispute Window: Auto-approve with 48-hour dispute period. Balance efficiency with oversight.
- Transparent review: Reduce disputes with clear timesheet visibility and flag discrepancies before invoicing
Time Saved: Eliminate 6 hours/week processing timesheet approvals via email. Clients approve directly in the portal.
Pending Approvals
Review and approve completed shifts
3
Pending
12
This Week
£2,450
Pending Amount
Dr. Sarah Chen
PendingEmergency Medicine - Night Shift
Total Amount
£680.00
Nurse Emma Brown
PendingWeekend Coverage - Double Shift
Total Amount
£540.00
Dr. James Wilson
ApprovedGeneral Practice - Morning Clinic
Total Amount
£360.00
You Control Every Aspect
Flexible permissions ensure clients get self-service without compromising your oversight
Configure Per Client:
Enable Job Posting
Allow this client to post their own shifts
Enable Candidate Search
Give access to browse your candidate database
Enable Shift Approval
Let client approve timesheets themselves
Enable Reporting
Access to analytics and reporting dashboards
Timesheet Approval Workflow
Auto-approve, Manual, or Dispute Window
💡 Pro Tip: Start new clients with just Shift Approval enabled. Add Job Posting and Candidate Search once they're comfortable with the system.
Multi-User Teams
Companies can add multiple users (HR managers, supervisors, department heads) with different permission levels.
- Admin users can manage company settings and team members
- Standard users can post jobs and approve shifts
- Viewer users can see reports but can't make changes
Company Search Control
Choose whether new clients can search for existing companies or if you manage company creation manually (recommended for most staffing agencies).
Allow Search
Good for large networks where clients self-organize
Disable Search
Recommended: You manually create companies and invite users
Perfect for High-Volume Clients
Hospital Networks
20+ locations, constant staffing needs
Challenge: Hospital HR needs locum doctors and nurses weekly. Calling your agency for every shift is time-consuming for both parties.
Solution: Enable Job Posting + Candidate Search. Hospital posts shifts directly, browses your pre-approved candidate pool, requests preferred workers. You review and confirm bookings. Their workload drops 60%, your admin time drops 70%.
Healthcare Groups
Pharmacy, veterinary, optometry, GP practices
Challenge: Corporate HQ manages 20+ locations across multiple specialties (pharmacies, vet clinics, optometry, GP practices). Each location needs different specialists at different times. Centralized control but local visibility needed.
Solution: Multi-user portal—each location manager sees their shifts and can post requests for their specialty (locum pharmacists, vets, optometrists, GPs), but HQ admin approves all bookings and sees consolidated reporting across all specialties. Perfect balance of autonomy and oversight.
Large Enterprises
Complex approval workflows
Challenge: Corporate client needs detailed reporting, wants to approve all timesheets themselves, but doesn't want to search candidates (trusts your matching).
Solution: Enable only Shift Approval + Reporting. Client reviews and approves completed shifts, sees detailed analytics, but you handle all the sourcing and matching. Hybrid approach that works for both parties.
Frequently Asked Questions
Client Portal Works Better With...
These features enhance your client self-service experience
Shift Scheduling
Client-posted shifts flow directly into your scheduling system for seamless management.
Learn more →Compliance Management
Clients only see compliant, approved candidates—automatic compliance filtering.
Learn more →Notifications
Real-time alerts keep clients informed about shift requests, approvals, and updates.
Learn more →Scale Without Hiring MoreAccount Managers
Give clients self-service, reduce admin work, improve satisfaction, grow faster.
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