View submitted workers
From the requisition table, hover over the Submissions or Assigned progress indicator to see a list of the relevant worker names available to you. Open the Workers tab on the requisition detail page to review submitted workers. When hiring users review agency-specific documents, such as CVs, they see the documents belonging to the agency that submitted that worker. The list shows the following columns:
Name and worker reference
Agency
Rate and pay type
Trade checks
Competency checks
Availability
Right to work
Status
Recruitment stage (when stage tracking is enabled)
Assignment reference
View a worker’s requisition submissions
Open a worker profile and select Requisitions, before Assignments, to see requisitions the worker has been submitted on, including rejected submissions and closed or cancelled requisitions that remain available to you. The standard requisition table shows when each requisition was raised, its reference, trade and requestor, project, status, site, rate and pay type, and dates. Agencies can also see the company. Select a row to open the requisition or use Quick view to preview it.
Hirers see submissions within their permitted company or projects, including any approval or hiring-manager restrictions. Agencies see their own submissions only on approved requisitions available to their agencies and permitted companies and projects. Access to a worker profile does not grant access to additional requisitions.
Conflicting worker details
When an agency creates a worker or an agency or hirer edits worker details, saving is blocked if the email address, National Insurance number or passport number is already used by another worker. The message identifies the conflicting fields. Check the entered details; if this is the same person, use their existing worker profile where you have access or contact support. The message does not grant access to another worker profile.
Questions answered at worker submission
Hirers can configure custom fields with Complete field set to Worker submission. In configuration edit mode, click a custom-field row to open its Edit and Delete menu. Choose Each worker or Whole submission, make the question mandatory if needed, and choose any combination of Requisition, Assignment and Timesheet display locations. New custom fields have Requisition pre-selected in Display on; select Assignment or Timesheet if needed. Questions can be limited to selected projects, agencies, supplier types, rate types, Trades and Tags (Trade) using Conditional Visibility. Trade conditions match the selected requisition trade; Tags (Trade) conditions match any selected tag on that trade. All configured condition types must match. Agency and Supplier type conditions are available for Worker submission fields. Select Agency, Umbrella or both supplier types; the type is read from the responding agency’s company connection, with existing connections defaulting to Agency. An Umbrella condition automatically applies to newly connected umbrella suppliers without selecting each agency. Rate type conditions use each worker's selected rate type. A whole-submission question appears when at least one selected worker has a matching rate type, and its answer is carried forward only for matching workers. A blank condition imposes no restriction. When multiple conditions are configured, all must match. Changes apply to future submissions; previously captured answers are retained. Agencies only need to complete questions that apply to their submission. Editing the completion stage or answer scope affects future submissions; previously captured answers retain their original details. Use a single-select field with Yes and No options for declarations such as previous client experience, DBS or agency insurance.
Hirers can also set Complete field to When assigning workers to a requisition or When confirming an assignment. For manual worker assignment, Answer applies to offers All selected workers or Each worker. When a hirer selects a worker in the assignment table, applicable Each worker questions appear directly beneath that row. Questions for All selected workers appear once below the table and apply only to workers matching their conditions. Complete mandatory answers before selecting Submit, then confirm the assignment action. Deselecting a worker hides their questions and excludes their answers; selecting them again retains the entered values while the dialog remains open. Automatic assignment does not ask these hirer questions. When confirming an assignment, the hirer or agency answers the applicable questions for that worker directly in the Confirm worker start date dialog, alongside the dates and allowance fields. Mandatory questions block the relevant action until answered. Answers retain their field labels, options, author and capture time, and appear for hirers and the relevant agency at the configured Requisition, Assignment and Timesheet display locations. These stages do not support smart suggestions or invoice display. Trade and tag conditions apply alongside any project and rate type conditions. Cancelling the assignment dialog leaves the workers unassigned. Cancelling the start confirmation dialog leaves the assignment unconfirmed and does not save the answers.
The hiring company sets each connected agency’s Type to Agency or Umbrella. When agencies respond, Agency suppliers see Agency/Umbrella prefixes if umbrellas are available, otherwise plain CIS/PAYE/PSC labels. Umbrella suppliers see plain rate labels even when umbrellas are available and bypass the separate umbrella selection. For requisitions without an overridden rate, only available rate-card types are listed, with the applicable local deduction scheme label. When the hirer overrides the requisition rate, agencies can select only that requisition’s rate type and hourly or daily pay basis, even if the underlying rate card does not offer them. The requisition Workers list also uses plain rate labels for Umbrella suppliers when hirers and agencies review submitted workers.
Agencies complete worker questions inside each selected worker’s card. When Submit is clicked, any whole-submission questions open in a separate form dialog and are answered once for the workers being submitted together. Choose Continue to proceed to the submission confirmation; Cancel returns to worker selection without submitting. Required questions must be answered before submission, including automatic assignment. In Amend Submission, saved answers are prefilled and can be edited for pending workers. Whole-submission answers can be edited while no worker from that submission has been assigned. Adding new workers captures fresh answers for those new workers. Re-adding a worker who was removed from the agency’s current submission also captures fresh answers; earlier answers remain in the requisition history for hirers and the submitting agency.
On a requisition, whole-submission answers appear as a numbered indicator beside the agency on the Agencies tab. Per-worker answers appear beside the worker on the Workers tab. Click the indicator to open the relevant answers, including the agency, submitter and submission time. Hirers can also use these indicators beside the agency and worker names in the assignment dialog to review answers before selecting and assigning workers. These answers are not shown on the Overview tab. Integrations can read submissionAnswers from the Open API requisition, assignment and timesheet list and detail endpoints, subject to the configured display locations. Hirer integrations follow their company and project access; agency integrations receive only their scoped agencies’ answers. Hirers view answers through their existing requisition, assignment and timesheet access. Agencies only see answers belonging to their selected agency, including when another agency submits the same worker.
Requisition answer dialogs show who last updated answers and when. On assignments and timesheets, submission answers appear alongside other custom fields in the existing custom fields table, including quick views, when configured for that display location. This applies to both hirers and agencies; agencies only see their own answers. Worker answers are locked once that worker is assigned; whole-submission answers are locked once any worker from that submission is assigned. They remain recorded on the requisition after a response is amended or withdrawn. Assignment creation copies the relevant worker answers and shared submission answers; its timesheets display that same snapshot. Later field changes do not rewrite existing declarations, and cloning an assignment does not copy them into the new engagement. These answers describe what was declared at submission, rather than a current compliance verification.
Worker detail view
Select a worker row to open the worker detail view. This shows the full set of information held against the submission, including:
Attachments
Right to work documents
Identity documents
Stage history (when recruitment stage tracking is enabled)
Recruitment stages
Recruitment stages help track where a submitted worker is in the review process. The default stages below can be renamed or excluded by the hiring company:
Submitted
CV reviewed
Interview requested
Interview booked
Interviewed
Offer made
Offer accepted
Offer rejected
Assigned
Missing compliance
Withdrew
Update a recruitment stage
Hirer users with permission to amend worker stages can update a submitted worker's recruitment stage from the worker action menu. Agency admins and agency staff with this permission can do the same for their own agency's submissions within companies and projects they can access. When an agency is selected, updates apply only to that agency's submissions.
Open the worker action menu and choose Update stage.
Choose the new stage from the list. Use search to find a stage by name.
Add comments where useful.
Confirm the change. The system records the update in the worker's stage history with the date and user.
Hiring companies and agencies can configure a Worker recruitment stage updated custom notification flow in Notifications, or subscribe to the webhook in Integrations. Agency delivery is limited to the agency that submitted the affected worker.
The Stage column and dialog are only available when recruitment stage tracking is enabled for the company.
The Assigned stage is applied automatically when the worker is assigned, and cannot be selected manually.
Mark a CV as reviewed
When recruitment stage tracking is enabled, users with permission to amend worker stages can open a submitted worker's CV from the worker detail view and choose Mark CV reviewed from the document viewer actions. This updates the worker's requisition stage to CV reviewed and records the change in stage history.
The action only appears for CV documents when the CV reviewed stage is included; the action uses its configured name.
The worker must currently be at Submitted.
The action is hidden when recruitment stage tracking is disabled or the user does not have stage amendment permission.
Minimum age requirements
A hiring company can set a minimum worker age on an individual trade. When the requisition trade has this requirement, the submission criteria show the required age and agencies can see which workers meet it.
The worker must reach the minimum age by the requisition start date.
The worker must have a date of birth on their profile.
Workers who do not meet the requirement remain visible when All workers is selected, but cannot be selected for a new submission.
The API checks the requirement when the agency submits or reinstates the response, and again before manual assignment.
Reject or reinstate a worker
Use Reject Worker when a submitted worker should not continue through the requisition process.
Select a rejection reason and add comments when required. When enabled, rejection reasons come from the hiring company's Requisition reject workers list.
The worker is marked as rejected, records the reason, and notifies the agency. The email subject includes the requisition reference, for example Worker rejected on requisition (WAT-R666).
If the worker is already rejected, the action becomes Un-Reject Worker. Selecting it reinstates the submission only if the worker still meets the current minimum age requirement, then notifies the agency that the worker has been re-submitted.
Assign workers manually
Manual assignment is used when submitted workers need to be reviewed before assignments are created.
After reviewing the Workers tab, select Actions at the top right of the requisition detail page, then Assign to worker(s).
Select the workers you want to assign. Rejected workers, workers already assigned from the same agency, and workers who do not meet the current minimum age requirement are excluded.
For shift-based requisitions, choose the dates each worker should cover. Each selected worker must have at least one assigned date.
Confirm the assignment.
Standard requisitions cannot be assigned beyond the requested quantity.
Shift-based requisitions cannot be over-assigned against the required quantity for any day.
Assigning a worker creates assignment records and updates the worker stage to Assigned.
When the hiring company requires Available workers, workers with an overlapping pending or confirmed assignment on another requisition are greyed out and cannot be selected for assignment. Availability is checked again when you confirm assignment.
When the final required workers are assigned and other submitted workers are not selected, hirers may be asked to choose a feedback reason from the company's Requisition reject workers list. The reason is shared with the relevant agencies so they understand the outcome.
When a requisition has an overridden rate, each worker must use the same hourly or daily pay basis and CIS, PAYE, or PSC rate type. New submissions and amendments are blocked before saving when either differs; assignment also checks both types. Hirers can amend the requisition rates and types before any worker is assigned, including after agency responses; agencies can amend a worker response when its types are wrong. Hourly and daily amounts are not converted automatically.
How assigned workers affect Filled status
When workers are assigned, the system creates assignment records, links them back to the requisition, and updates the worker stage to Assigned. The requisition becomes Filled when:
Standard requisitions — the active assigned worker count meets or exceeds the requested quantity.
Shift-based requisitions — every working day in the date range has enough assigned workers for the required daily quantity.
Cancelled assignments do not count toward shift-based coverage. For Standard requisitions, a cancelled assignment can still count toward Filled if it has a completed or ended date.
For agencies: submitting and tracking workers
The workers reviewed here come from agencies. If you work for an agency, this is the other side of the same process — you put workers forward and then follow their progress.
Submit suitable workers against the requisition, providing their details, rate, documents, right-to-work, and (for shift-based requisitions) the dates they can cover.
When the hiring company enables agency requests for a custom allowance, select Request on each eligible worker's response card. Allowances set to apply by default are selected automatically on new eligible assignments and do not need an agency request. Trade exclusions and home-to-site travel rules determine eligibility. The hiring team can review and change allowance applicability on the resulting assignment.
For manual assign, your response can contain up to 10 workers, or the requested quantity if higher, in the submission dialog. A requisition for 3 workers allows 10 per agency response; one for 15 allows 15. Hirers may receive more submissions overall because the limit applies separately to each agency response.
The limit applies when submitting or amending your response and excludes workers whose assignments have been cancelled. For auto assign, you cannot submit more workers than the requisition still requires.
When at least one new worker is submitted, configured company-side Worker submitted to Requisition custom notifications and webhooks are sent to the hiring company.
When you open a worker's competencies from the requisition Workers tab, agency-specific documents, such as CVs, are limited to your current agency. These documents are shown to the hiring team only when they review your agency's submission or assignment.
If the requisition trade has a minimum age, the worker must have a date of birth and reach that age by the requisition start date.
When the hiring company uses CSCS Smart Check, cards for newly submitted workers are checked when you submit or add workers to an existing response. If the hiring company requires CSCS verification, a failed required card check prevents submission; check the card details and categorisation before trying again.
Each submitted worker starts at the Submitted recruitment stage.
You can see when the hiring team moves a worker through stages such as CV reviewed, Interview requested, Interview booked, Interviewed, Offer made, or Withdrew, when recruitment stage tracking is enabled.
If you are an agency admin or agency staff user with stage amendment permission, open the requisition Workers tab, open the action menu for an unassigned worker in your agency's submissions, and choose Update stage. Choose an included stage, optionally add comments, then confirm. Your company and project access still applies, and changes are recorded in stage history for agencies and hirers. Assigned remains automatic when the worker is assigned.
If a worker is rejected, you are notified with the reason so you can put forward an alternative.
When a worker is assigned, their stage moves to Assigned and an assignment is created for them.
When the hiring company requires Available workers, an overlapping pending or confirmed assignment makes the worker unavailable on other requisitions. Existing submissions remain visible with an Unavailable status when refreshed; the agency should put forward an alternative.
Agency users see their own agency's submissions; they do not see workers submitted by other agencies.
Worker bank details
Bank details are hidden by default. For hirers: in Company config > Submission Criteria, select Bank details, then choose the connected agencies that must provide them. Only selected agencies are required to add bank details before submitting workers to this client. Removing the requirement hides the details without deleting saved accounts.
For agencies: the Bank Details tab becomes available when at least one connected client selects your agency. Add the details on the saved worker profile before submitting to a client that requires them. The response dialog shows Bank details required for workers without saved details and prevents selecting them. Clients that have not selected your agency do not require bank details.
For agency users with worker editing permission: open a saved worker profile, select Bank Details, then Add Bank Details. Use Edit Bank Details when details have already been saved. Enter an account name and either UK account details or an IBAN account. Bank name is optional; BIC/SWIFT is optional for IBAN accounts. Required fields change with the account type. UK sort codes display hyphens automatically as you type, for example 12-34-56. Invalid fields use a highlighted outline without separate error labels. Save is disabled until the account details are valid, or every account field is cleared to remove saved details. Save the details once for the worker, then update them in the same place when needed. They do not need to be entered again for each submission. Clear every account field and save to remove them.
For agencies and hirers: the same worker bank details appear on the worker record, when reviewing a submitted worker, and in Worker information on an assignment. The table shows the account type as UK account or IBAN account. Hirers can view permitted bank details but cannot add, edit or remove them. Requisition and assignment views are read-only. Bank details follow existing worker access and the client’s agency selection. A hirer can view them only for a company they have access to, when that company enables bank details for one of the worker’s connected agencies. For agencies, the worker must be represented by an agency in the user’s current scope that is enabled by a connected client. The saved account remains shared across permitted agencies.
For agencies and hirers, the Bank Details tab in requisition worker details and worker dialogs appears only when bank details are enabled and the worker has saved bank details that you can view.
Use Workers > Bank Details in Access Control to restrict visibility for roles or individual users. To limit visibility to an approved group, restrict the relevant roles and exempt the approved users. Restricted users cannot view or retrieve bank details.
The views show the worker’s current saved details, so an update applies across agencies and existing requisitions and assignments. Standard exports and Open API responses do not include bank details.