What the portal is
The Worker Timesheet Portal is a dedicated, worker-facing area where a candidate can sign in at /ts with their registered email and last name or use a personal link, view their timesheets, amend hours and shift type, allocate cost codes, add expenses, submit timesheets for approval, export records, and manage their own contact and notification preferences. SMS portal links use the worker's short nanoid without email or surname in the URL. Workers select Continue and verify a code sent to their registered contact details. Their worker reference stays unchanged, and existing worker-reference links with email and last-name query parameters still work. Hirers and agencies with permission to manage the worker can share the portal link by email or, for non-branded clients when the worker has a valid UK mobile number, by SMS. Agency users must have permission to manage workers for an agency linked to the worker. If an agency is selected in the portal, it must be that linked agency. SMS delivery is blocked for branded clients even if an older saved setting enables it. Account-level worker SMS, including sign-in codes and portal links, is also blocked when the worker has a confirmed assignment with a branded client; use email instead.
Signing in
The worker can open /ts and enter their registered email address and last name without a worker reference or short nanoid. Personal links using a worker reference or short nanoid, for example /ts/AbCdEf1234, continue to work. If duplicate profiles have been merged, hirers and agencies should check the retained profile’s registered contact details before sharing its personal link. Individual details can be selected from either original profile during the merge, so the retained reference does not determine which contact details are kept. The removed profile’s link and portal sessions no longer work; the worker should sign in using the retained profile.
While company branding loads, the sign-in page shows a centred loading card. On a white-labelled site, the loading card and sign-in form use the site logo, including at /ts or when single-company branding cannot be resolved. Otherwise, the login form uses the single hiring company's light navbar logo when available, or the Requidex logo as the default. The navigation bar appears after sign-in. Privacy Policy and Terms of Service open the site's configured policy links in a new tab; links without a configured destination are hidden on white-labelled sites. Powered by Requidex is shown on company-branded login forms only when enabled for the white-labelled site, and remains visible on the main site.
At /ts or with an existing worker-reference link, they enter their registered email address and last name, or use details filled in from the link or a remembered login. If those details match multiple worker profiles at /ts, the worker must use their personal link or contact their agency. Short SMS links identify the worker automatically and do not require these fields.
Continue sends a one-time passcode to the registered email. Sign-in, resend, and email-change verification emails use the white-labelled portal where the worker requests the code, even when the worker is linked to several clients or agencies or has no linked hiring company. From the main portal, or without a recognised white-labelled portal, these emails use the provider's branding only when all hiring companies linked to the worker belong to the same white label; otherwise they use Requidex branding. Hirers and agencies should share the intended portal address with workers. Workers with a valid UK mobile number on file can immediately choose Send SMS instead; otherwise no SMS option is shown. Email and SMS can each be resent after 30 seconds, with additional limits per worker and destination. Requests made during the cooldown show the remaining wait in seconds and restart the countdown for that delivery method. The other delivery method remains available if it is not also in a cooldown. The verification screen stays open when switching delivery methods or correcting an incorrect code. Workers should enter the latest code received, as requesting another code replaces the previous one. Back returns to the sign-in form. Workers who cannot access their registered contact details can expand Can’t access your email or phone? below the resend options to view agency contact guidance. Hirers and agencies should keep those details accurate.
They enter the passcode within five minutes to receive an access token. Repeated incorrect verification attempts are temporarily limited. At /ts and on worker-reference links, a Remember login option stores the candidate reference, email, and last name locally so they only need the passcode on return visits.
What controls what the worker sees and can do
workerCanViewTs on the company controls whether the worker can see timesheets at all. In the assignment access dialog, the dependent permission toggles are hidden until Portal access is enabled.
workerCanAmendTs controls whether the worker can edit a pending timesheet and request approval. At company level, hirers can select Add rule and choose one or more trade tags or project sectors in the dialog to restrict this permission. A worker is allowed when any configured rule matches, while every populated condition within that rule must match. With no company rules, the setting applies to every worker. Project and assignment overrides remain simple on or off settings.
workerCanViewExpenses appears when timesheet viewing is enabled and controls whether the worker can see expense totals and expense records in the worker portal. The expense totals column is hidden when none of the displayed timesheets contain expenses. Existing configurations that do not yet contain this setting retain their previous expense visibility.
workerCanSubmitExpenses appears when expense viewing is enabled and controls whether the worker can submit expenses and additional-hours entries from the worker portal.
workerCanAllocateCostCodes is available when timesheet amendments are enabled and controls whether the worker can allocate timesheet hours to cost codes.
workerCanAllocateExpenseCostCodes is available when expense submission is enabled and controls whether the worker can allocate expenses to cost codes. Existing configurations that do not yet contain this setting inherit their previous cost code allocation value.
workerTsNotification controls which workflow notifications the worker receives by default for that company. For hirer and agency users configuring notifications on a white-labelled site, the SMS options for Timesheet & Expense Approval and Assignment Created are unchecked and disabled. Enabling the parent notification does not enable SMS. Save the configuration to store the SMS settings as off. This restriction applies to workflow notifications, not worker login or mobile-number verification codes; workers can still receive those codes for valid UK mobile numbers, including when they work for both branded and other clients.
Timesheet list
The portal opens with headline totals for pending timesheets, timesheets pending approval, timesheets approved during the current month, and hours in the current week. The list shows each timesheet's reference, status chip, approved and unapproved expense totals when present, total hours, project, and agency. A single-company branded portal shows the project name without repeating the company name in brackets; multi-company portals retain the company qualifier. Workers can search by timesheet reference, project, company, site, or week-ending date and combine search with the standard filters for status, week ending, project, supplier, and other fields. The Project filter stays hidden and its options are not loaded until a company is selected. When only one company is available in the filter it is selected automatically. The Project filter then includes every matching project whose timesheets the worker can view, independently of whether they can submit expenses for that project. Cancelled and absent timesheets are excluded by default. Rates, pay and charge values, billing references, and other commercial values are not shown in the worker portal. When no timesheets are available, the portal shows a clear empty state; when a search or filters have no matches, it prompts the worker to change or clear them.
Display mode
After signing in, the top navigation bar shows the single hiring company's name when available; otherwise it shows the site brand followed by Timesheet Portal. The worker's avatar or initials and name open a menu for My Profile, Notifications, and Sign Out. Expense actions appear with the timesheet list only when the worker has the corresponding permission. Workers can switch the portal between light mode and dark mode from the navigation bar. White-labelled sites use the site's light or dark logo and matching header colour; the main site uses company branding when available. The theme choice is stored on the device and uses the same display preference as the main app.
Portal branding
When Workers can view their timesheets is enabled, hiring teams can edit the company Overview to configure the worker portal background and three footer highlights. These controls are also available for white-label clients, whose portal login and navigation retain the white-label site logo. Backgrounds and highlights are shown when the worker is linked to a single hiring company. Navbar logos can be cropped freely instead of being forced to a fixed ratio, and are contained within the navbar height and aligned to the left. Select an icon field to open the visual icon grid, choose an option, and enter a title of up to 30 characters. Workers see the saved highlights in the portal; agencies see the resulting worker experience but do not manage company branding.
Amending a timesheet
Amend is only available on pending timesheets where the effective company, project, or assignment setting allows it. When company amendment rules apply, the assignment must match at least one rule by its trade tags and project sector. An explicit project or assignment override is a simple on or off setting. Opening a row highlights it and shows the week in a right-hand slideout with the timesheet reference as its heading and the week-ending date as secondary text. The slideout provides editable hours and shift type per day; selecting the backdrop closes it and clears the highlight, and when the available screen or browser width is small the editor fills the screen. If the worker has unsaved changes, closing the slideout, pressing Escape, or refreshing the browser first warns that those changes will be lost. Discarded changes do not remain in the timesheet list or reappear when the slideout is reopened. The cost code allocation dialog gives the same warning when an edited allocation has not been saved. Hours are validated against the pay type: hourly allows 0 to 24 hours per day in 0.25-hour increments; daily allows 0 to 2 day units per day in 0.25-unit increments. When all hourly pay and charge rates are zero, workers cannot add or increase hours in the portal, but can reduce existing hours and enter available piece work. Hirers and agencies see those changes on the same timesheet. Workers can also add a per-day comment and add available piece-rate work for the timesheet; piece rates hidden on the assignment are not available to select. Daily piece rates capture units per day, and weekly piece rates capture weekly units. When cost code allocation is required, hours must be fully allocated before submission and existing allocations are scaled proportionally when daily hours change.
Daily piece-work inputs are limited to the timesheet start and end dates. Saved entries outside that period show a warning and remain included in totals; workers should ask their agency or hirer to review them before changing piece work.
Shift type
Each day can be set to Day Shift or Night Shift from the per-day editor or the dedicated shift type dialog. Backshift is also available when the assignment's enhanced uplift setup includes backshift blocks. The icon on the timesheet row summarises the week by shift type.
Requesting approval
When amendments are complete the worker submits the timesheet for approval. This saves any pending changes, validates that the week has hours or piece work and complete cost-code allocations where required, then shows the timesheet as Pending approval in the worker portal. For hirers and agencies, approval emails follow the hiring company's settings: with Specific timesheet approvers off, eligible active, verified project approvers and requestors with timesheet approval permission are emailed; with it on, eligible recipients must also be listed as timesheet approvers on the assignment. Recipients' approval-request email preferences are respected.
Expenses
Workers can add expenses against a specific timesheet from the timesheet row menu or from the global Add Expense option when workerCanViewExpenses and workerCanSubmitExpenses allow it. The global add-expense project dropdown only lists projects with eligible company configuration. Workers should enter the full amount being claimed, including any VAT paid. The portal does not ask for VAT details or deduct VAT from this amount. Hirers and agencies review that submitted amount; applicable invoice VAT is handled separately. Each expense records a date, category, value, optional cost code where allocation is enabled, optional description, and optional receipt attachments. If the selected date and category match an existing entry on the timesheet, a warning asks the worker to check that it is not a duplicate but does not prevent saving. A no-receipt reason is required when no receipt is uploaded. Existing expenses can be reviewed from the per-timesheet expenses dialog and the all-expenses dialog. Workers can delete an expense they raised while it is still unapproved and unlinked to billing; WRA accommodation expenses cannot be deleted.
Downloads
The worker portal does not currently show an Excel export action or a PDF download action.
Profile
Workers can update their address, mobile number, and email address. International mobile numbers can remain on a worker's profile, but SMS messages are sent only to valid UK mobile numbers; workers with a non-UK number sign in using a code sent to their registered email. A signed-in worker changing their own mobile number or email address must verify the proposed destination before the update is saved. Verification is tied to the worker and proposed destination for a short time, and repeated code requests and verification attempts are limited. Hirers and agencies should keep each worker's mobile number, country code, and email address accurate so verification messages reach the intended recipient.
Notification settings
From Settings, workers manage per-company notification preferences covering timesheet approvals, expense approvals, and new assignments. Companies the worker is not currently assigned to do not appear in the list.
Session and sign out
Each sign-in has its own session, using a short-lived access token and a longer refresh token. Open browser tabs coordinate session renewal so they continue using the same refreshed session. When renewal is no longer valid, the worker is signed out and prompted to log in again. Sign out clears the stored worker session; Remember login keeps the candidate reference, email, and last name so the next sign-in only needs the one-time passcode.
For hirers and agencies: how the portal fits in
The portal is for the worker, but both the hiring company and the agency benefit from the timesheets it produces.
The portal and its controls are configured by the hiring company; agencies do not enable or manage worker portal settings.
When a worker submits a timesheet from the portal, it follows the standard approval flow and appears as Pending approval to the worker while the hiring company's approver acts on it.
Hours and expenses captured in the portal feed the same timesheets that agencies later see, amend where allowed, and bill where invoicing is permitted.
Agency users do not sign in to the worker portal; they continue to work from the main Timesheets area for their own workers.