Solutions · Staffing
The morning, the hours, and the invoice.
Availability, documents, orders, dispatch, approved time and billing — the parts of a temp desk that usually live in five places.
An ordinary Tuesday
Twenty to six is when software earns its money.
The board is grouped by start time rather than by client, because at that hour the work is ordered by who starts at seven. Short shifts go amber and empty ones go red before anybody asks.
- 01 The order A client's request becomes a rota the moment it is raised, with the site, the requirements and both rates on it.
- 02 Filling it Ranked candidates with the reasoning visible, blockers named, double bookings refused before the crew leaves.
- 03 Confirming Two numbers that matter on every card: seats filled, and how many of those people have actually said yes.
- 04 The day itself Confirm, mark worked, record a no-show without leaving the board. Built to be used one-handed in a car park.
- 05 Approved time Hours against the shift they were worked on, approved once, with employer-side burden itemised.
- 06 Billing and payroll Invoice built from those approved hours. The same hours are prepared and exported for whatever payroll system you already run.
Zawrix does not run payroll. It does not remit tax, file year-end returns or issue payments — that is a regulated domain where being almost right is still a compliance failure, and we would rather hand clean figures to something correct.
What changes
Five places become one, and Friday stops being a day off the desk.
The work does not disappear. What disappears is the reconciling — the part where three records of the same shift have to be made to agree before anybody can raise an invoice.
How a temp desk usually runs
- A whiteboard or a spreadsheet for tomorrow, rebuilt every evening.
- Availability by text message, and a memory of who said yes.
- Tickets and permits in a folder, checked when somebody remembers.
- Paper timesheets collected on Friday and typed in on Monday.
- An invoice assembled by hand from those sheets, with the margin worked out afterwards.
- A do-not-return request that lives in one coordinator's head.
How it runs here
- A board built from the orders, grouped by start time, showing seats filled and who has confirmed.
- Day-level availability the worker sets themselves, in a portal, with a trail of what changed.
- Documents held against the person with expiry dates, warned before they lapse, dispatch refused when they have.
- Hours recorded against the shift they were worked on and approved once.
- An invoice built from those approved hours, with the margin visible before it is sent.
- A flag on the client record that the board honours without being asked twice.
The board
Short, unconfirmed and covered are three different states.
Rendered in the product's design system with invented data — not a photograph of a live account.
Orders group by start time, because 06:00 and 14:00 are two different mornings and a list sorted by client tells you nothing about which one is about to go wrong. Seat counts are confirmed names only.
The invoice
Everything an hour has to carry before it can be billed.
Billing temporary labour is not rate times hours. This is the arithmetic an agency does every week, and every line of it is stored on the invoice rather than recalculated from settings that may since have changed.
- Regular, overtime, night, holiday
- Four separate hour buckets on the timesheet, because they bill at four different numbers and a single total cannot be unpicked later.
- Overtime multiplier
- Held on the invoice line. An agreement made with a client in March still bills at March's terms in November.
- Holiday multiplier
- Same again, and separately — public holiday premium is not the same arrangement as overtime and should not inherit its rate.
- Night premium
- Carried both ways: what the client is billed for nights, and what the worker is paid for them.
- Bill rate and pay rate
- Both on the line. Margin is a subtraction you can see rather than a number produced somewhere you cannot.
- Head count
- So a line can cover four people on the same position at the same rate without becoming four lines nobody can read.
- Week ending
- The week the work belongs to, which is not always the week the invoice was raised in.
- PO reference and site
- The two things a client's accounts payable will hold an invoice over. Both on the invoice, not in the covering email.
- Tax rate
- Stored per invoice. A rate that changes next year does not silently rewrite last year's books.
- Client snapshot
- The client's details as they were on the day of issue. Renaming a company in March must not alter an invoice sent in January.
- Approval
- Who approved the hours and when, with the signed sheet attached to the timesheet it approves.
- Export
- Approved hours are prepared and exported for whatever payroll system you already run. Zawrix does not remit tax or file returns.
The obligations nobody advertises
The parts of a staffing agency that are legal, not operational.
Built inside a licensed Ontario temporary help agency. These are not features somebody specified in a meeting; they are the paperwork the business was already doing by hand.
A temporary help agency is an employer, and an employer carries obligations that have nothing to do with filling a shift. Workers are classified for workplace insurance, and the class decides the premium — so it belongs on the record rather than on an annual guess.
Clients ask that particular people are not sent back. That request is a flag on the record the board honours, not a thing a coordinator has to remember at six in the morning while covering a shortfall.
And identity documents attract the strictest handling of anything here: encrypted, never shown on a public page, never sent to a client, and every single read logged with a name and a time against it. What that means in detail →
Workplace insurance classes
Held against the work, so the premium follows the classification rather than an annual estimate.
Do-not-return flags
Recorded against the client and honoured by the board, rather than remembered by whoever took the call.
Consent and disclosure
What a worker agreed to, and every occasion their documents were shown to anybody — both recorded, both readable.
The half that carries risk
Documents, expiry dates and who read what.
Placing people is the easy half. The other half is permits that expire, tickets that lapse, and the rules about what an employer of record may do with somebody's identity. Zawrix holds the documents against the person with their dates, warns before a lapse rather than after, and refuses to dispatch a worker whose authorisation has expired.
Identity numbers are encrypted, never shown on a public page, never sent to a client, and every read is logged with a name against it. How that works →
Questions
Asked by temp desks, answered plainly.
Does Zawrix run payroll?
No, and it is not going to. Approved hours are prepared and exported for whatever payroll system you already run. Zawrix does not remit source deductions, does not file year-end returns and does not issue payments.
This is a deliberate limit rather than a gap we intend to close. Payroll is a regulated domain where being almost right is still a compliance failure, and handing clean, approved figures to something correct is a better outcome than being nearly correct ourselves.
How do workers tell you when they are available?
In a portal of their own, a day at a time — because temporary dispatch is a daily question and a weekly answer is out of date by Tuesday. Anything they submit, including address changes and uploaded documents, arrives as something staff review rather than as a silent overwrite of their record.
What stops somebody being double-booked?
An assignment is held against a specific shift on a specific date, so a person already working that day is shown as already working rather than quietly dropped from the results. You can still see them and the reason they are unavailable — which matters at twenty to six, when knowing that the only person left needs safety boots is worth more than a shorter list.
Can I stop somebody being sent to a particular client?
Yes. It is a flag on the record, and the board honours it. It is not a note in a comment field that the next coordinator has to notice.
What happens when a permit or a ticket expires?
Documents are held against the person with their expiry dates. You are warned before a lapse rather than after, and a worker whose authorisation has expired is refused for dispatch rather than flagged for somebody to catch.
Do my clients get access?
Clients can have a login that shows their own requests and their own invoices. They do not see your rates to other clients, your margins, your other clients' orders, or your notes.
We bill overtime differently for two of our clients. Is that a problem?
No. The multipliers, the night premium and the tax rate live on the invoice line, not in one global setting. Two clients on different terms are two sets of numbers, and an agreement made last March still bills at last March's terms.
How much of this have you actually run?
The product was built inside a licensed Ontario temporary help agency and is used there. It has not been run across dozens of agencies, and we do not have published customer results to point at — the case studies page says so in those words.
What we can do instead of a testimonial is show you the software with real data in it, including the parts that are still rough.
Bring us your busiest morning.
Tell us the orders and the shortfalls. We will show you the board.