Contents of this article are applicable to the following users
Tier: NA
Product: HireAny
Platform: Web
Access Level: Owner
HireAny is tailored to address a critical challenge faced by businesses relying on casual workers—the difficulty in sourcing high-quality, reliable temporary staff. The product is designed to ensure you can scale up your manpower reliably by providing businesses with access to a network of trusted staffing agencies that deliver competent and dependable workers based on your budget.
HireAny is currently an exclusive feature in beta version. If you are interested to join the beta phase, please contact us through the help chat!
This guide will cover the following:
Set Up
To set up HireAny for the first time, contact us via the Intercom Chat. A StaffAny Representative will reach out to you shortly to discuss about the top up balance. Note that a minimum top up of SGD$500 is required.
Once the top up amount has been finalized, StaffAny will send you a deposit receipt on your first top-up. Payment must be made before we will enable HireAny for you
Note: HireAny and EngageAny will not share the same wallet balance
All notifications will be sent through email to all owners. Please ensure that your emails have been saved in the My Team profile.
Only users with owner access level can access HireAny at this point
Creating an Order
All information added into an order will be shared with the vendor.
Go to HireAny (beta) on the navigation bar
Filter to the desired section and time period.
Under "Shifts for selected section" card, click on "create new order"
Only shifts with 1 role will be displayed. If the existing shift has >1 role, please create a new shift under Schedule
Fill up order form > scroll down and click Submit
Shift time and unpaid break will be automatically filled based on the selected shift. Refer to the table for brief descriptions of each field:
Field | Description |
Headcount needed | No. of casuals required |
Order Deadline | Once the deadline is reached:
The latest you can set an order deadline is 48 hours before the shift starts. |
Rate Per Hour | You get to set the rate! Min rate is $12/h |
Section Address | The work location that casuals should report to. This is populated from the address entered for your selected section. |
Job Description | Vendors will use the information in this field to hire casual workers. Please ensure the job description (JD) is accurate and complete.
Recommended Template:
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5. After submitting, the estimated order cost will be calculated and sent to your email. The total order amount will be held from your balance. The final amount may vary and will be recalculated at the end of the shift. Please allow up to 14 days to process any amount differences.
6. If this is your first time sending an order, a whatsapp group chat will be created with your team, the vendor and StaffAny.
Approving / Declining Casuals
When a vendor has submitted a name to your order, you will receive an email notification
On StaffAny, go to HireAny (beta) > click on the view order button to view existing orders for the selected shift > click on Show
Scroll to “Review staff” section to manage all submitted staff. You cannot approve / decline a casual when the order deadline has passed
Click on View Note button to view the staff's profile summary
If you choose to decline a casual, vendors will be informed and they can still add staff as long as the order deadline has not passed
If you choose to approve a casual, the staff will show up in your schedule as a support staff
Please note that approving a casual is an irreversible action. Make sure you intend to hire the casual before approving, as cancellations after approval may incur penalties.
Publish the schedule once it is finalised
Time & Attendance
Before Shift Starts
We recommend to inform in store managers and supervisors on the casual’s arrival to the outlet so that they can assist the casual to clock in and out on time
The provider you engaged will be responsible to onboard casuals onto the HireAny platform, and ensure that they show up to the client location punctually with the necessary things prepared. If you need to share additional information with the casuals—or request any details from them—please do so via the shared WhatsApp chat and the provider admin will assist you.
Clocking In & Out
On the actual day of shift, casual will clock in and out of their shift using StaffAny. Do note that:
Rounding rules applied will follow customer org's timeclock sidekick settings
Casual will follow the section's timeclock method
If using QR code or Wifi timeclock method, we recommend to include detailed instructions in the JD
Supervisors and managers will be able to view the casual's name on the store tab
Timesheets
Casual's time records cannot be accessed directly on StaffAny's timesheet module because the staff is not part of your organisation.
You can only view them from the order completion emails sent after the shift is completed. The email will be sent after scheduled end time + client org late clock out allowance + 1 min. Here is an example of the email:
You will receive 1 email for each staff. Casuals will also receive a similar email if their email address is added in StaffAny.
If there are any discrepancies with the actual time, please contact us through either 1) shared whatsapp chat or 2) our help chat within 1hr from the email is sent. StaffAny will help to amend timing and send another email with the finalised time.
Billing
After the timesheets have been finalised, we will recalculate the total cost and adjust your HireAny balance accordingly. An email will be sent to you up to 14 days from shift completion.
FAQ
Billing
Q: Where can I find my org's current HireAny balance?
The HireAny balance is not available in StaffAny's webapp in the beta phase. Please contact us through the help chat to request for the latest balance.
Q: How do I top up my org's HireAny balance?
Please contact us via the help chat. A StaffAny Representative will reach out to you shortly to discuss about the top up balance. Instructions will be provided. Once the top up has been completed, StaffAny will send you a deposit receipt.
Orders
Q: How is the order cost calculated?
Total order cost = (no. of casuals needed x rate per hour x hours worked) + 20% admin fee + 9% GST
GST is charged on top of base cost and admin fee
Q: Why do we need to hold the estimated order cost from the HireAny balance after an order is created?
We temporarily hold the estimated order cost to secure workers with vendors and ensure your balance can cover the shift. The final amount will be adjusted based on actual hours worked.
Q: How do I modify a created order?
If your order does not have casuals submitted by vendors, you can delete the order and re-create it. If vendors have submitted casuals to your order, please contact StaffAny via the help chat and we will help to process the changes where possible.
Q: What happens if I cancel my order after I have approved a casual?
Held value will be refunded but will include deductions:
More than 48 hours before shift: 10% of held value
Less than 48 hours before shift: 50% of held value
Please note that approving a casual is an irreversible action. Make sure you intend to hire the casual before approving, as cancellations after approval may incur penalties.
Q: What happens if I consistently choose not to approve / decline any casuals?
Customers will be suspended from using HireAny after accumulating 3 incidents and if they remain unresponsive despite multiple follow-ups. To reactivate access, please contact us directly.
Time & Attendance
Q: What happens if casual does not show up for the shift?
The casual will be marked as absent and will not have any clocked hours for the shift. A refund will be processed within 14 days. Separately, the vendor will take disciplinary action in accordance with their internal policy.
Q: What happens if casuals are late?
If casuals are late, the clock in time will be rounded accordingly based on your organisation's timeclock settings. Adjustments to the HireAny balance will be reflected and shared to your email within 14 days.
Q: What happens if casuals work overtime?
If casuals work overtime, the clock out time will be rounded accordingly based on your organisation's timeclock settings. Extra time worked will be charged based on the shift rate. Adjustments to the HireAny balance will be reflected and shared to your email within 14 days.
Q: What if I have a dispute but don’t manage to raise it within 1h after the shift ends?
Generally this is rare because store managers and supervisors are usually on the ground to manage the casual and issues usually arise early into the shift. However if this really does happen, do raise it up in the group chat as soon as you find out, and we’ll see if we can help you with this dispute.
Others
Q: Who handles work injury compensation?
At the moment, only minor injuries (e.g. small cuts that need cleaning in clinic etc) will be covered by the vendor.
Q: What if there is a police case (stealing, harassment)?
If this rare event happens, we will try our best to work with the vendor to facilitate (like providing IC, bank account, etc). Ask in the whatsapp group chat with the vendor and as a platform we will do our best to facilitate this.
If you have further questions, please reach out to us!