Frequently Asked Questions

Yes. Candidates can self-register through your branded portal. They'll be guided through entering personal details, uploading documents, and setting their availability.

Candidates typically submit basic personal details (name, contact info, role type), a CV, ID documents, right-to-work proof, and any role-specific certifications or references.

Candidates can upload documents directly through their secure portal. Accepted file types include PDFs and images, and they'll receive alerts when documents are missing or expiring.

Yes. The portal includes a calendar where candidates can submit one-off or recurring availability. This feeds directly into your live booking workflow.

Yes. You can enable shift offers through the portal or via SMS/email. Candidates can accept or decline shifts in real time.

Notifications are sent automatically by SMS, email, or both—depending on your settings. These messages can include role details, location, times, and a link to confirm.

Yes. Automated reminders can be sent ahead of scheduled shifts via SMS or email to reduce no-shows.

Yes. Candidates can log hours, upload signed timesheets (if required), and view the approval status from their portal.

Absolutely. The candidate portal shows a full log of previous shifts, including clients, dates, hours worked, and status of payment or approval.

Not yet—but the candidate portal is mobile-friendly and accessible via any web browser, with full functionality on phones and tablets.

Yes. They can update personal information, availability, and upload new documents at any time—subject to admin approval if needed.

Yes. The system notifies candidates when key documents (e.g., ID, licences, training) are due to expire, so they can upload replacements in time.

Yes. You can control what features are available per candidate—e.g., enabling/disabling self-booking, document editing, or shift visibility.

Absolutely. All data is encrypted and stored on secure UK-based servers. Candidates access their information via secure login and two-factor authentication (optional).

The portal includes a messaging feature for secure two-way communication. You can also include custom contact details, FAQs, or direct links for phone or email support.

Yes. Candidates can log into their portal to view which shifts they've worked, the approval status of their timesheets, and whether those shifts have been marked for payroll. While Locum360 doesn't process payments directly, it provides full visibility into shift and timesheet progress.

You can quickly create new shifts using the booking form, where you specify the client, role, site, dates, times, rates, and any special instructions. You can also clone or repeat shifts for recurring bookings.

Yes. Each client can log into a secure, branded portal where they can request staff, view upcoming bookings, approve timesheets, and access invoices or reports.

Absolutely. Clients can submit job or shift requests through the portal. Your team will receive a notification instantly to begin sourcing.

Yes. Clients can see candidate names, shift times, and contact details (if enabled), along with any special notes or shift requirements.

Clients receive an automated email or can log into their portal to review and approve submitted timesheets with one click.

Yes. All documents are accessible in their portal. Timesheets, invoices, and supporting documents can be viewed, downloaded, or printed as needed.

Yes. The portal includes a booking history section showing all previous shifts, candidate assignments, hours worked, and approval/payment status.

Definitely. Each client account can have multiple locations, departments, or contacts—allowing site-specific bookings and reporting.

Yes. Clients can receive automated email or SMS alerts for pending timesheets, upcoming bookings, or changes to scheduled staff.

Yes. You control what each client user can access—such as booking tools, financial data, or candidate information—based on their permission level.

Yes. Optional feedback tools allow clients to rate candidates or leave notes after each shift, helping you track performance and build better placements.

Yes. The client portal features your logo, colours, and company name—delivering a professional and seamless experience.

Yes, if enabled. You can allow clients to view compliance documents (e.g., ID, qualifications) for transparency and audit readiness.

Yes. Clients with multiple sites or cost centres can filter their dashboard and reports to view only the relevant data.

Yes. Clients can generate or receive scheduled reports covering booking stats, shift fulfilment, spend history, and compliance summaries.

Yes. All client data is stored securely on encrypted, UK-based servers, with strict access controls and audit logs for full GDPR compliance.

Yes. Clients can request preferred workers for future shifts or flag individuals they no longer wish to receive. Locum360 allows you to tag candidates as “preferred” or “do not place” for specific clients or sites, ensuring bookings align with client preferences.

You can quickly create new shifts using the booking form, where you specify the client, role, site, dates, times, rates, and any special instructions. You can also clone or repeat shifts for recurring bookings.

Yes. For group bookings or high-volume roles, you can assign multiple candidates to the same shift—perfect for warehouse, event, or industrial recruitment.

Absolutely. You can set up daily, weekly, or custom recurring shifts to save time on repeated scheduling for long-term or repeat clients.

Yes. Locum360 supports batch shift creation and mass assignment tools—ideal for agencies filling hundreds of roles per week.

Yes. Locum360 automatically checks candidate availability and existing bookings to prevent overlaps, double-bookings, or over-scheduling.

Once a candidate is assigned, you can send automatic SMS and/or email confirmations with all shift details. You'll also see when the message is delivered or confirmed.

Yes. Shifts can be edited or cancelled at any time, and candidates/clients will be notified immediately of any changes.

Yes. You can send shift offers to a filtered shortlist of available and compliant candidates. The first to accept will be assigned, and the system will close the booking.

Yes. You can define required compliance items, pay rates, skill tags, and shift notes per role—ensuring only qualified candidates are eligible.

The shift dashboard clearly shows status: filled, unfilled, pending confirmation, or cancelled. You can filter and sort to manage priority bookings.

Yes. You can assign candidates manually or use smart filters (availability, location, compliance, tags) to generate fast, automated matches.

Yes. Assigned shifts update candidate availability automatically. Availability blocks also help you avoid offering shifts when candidates are marked unavailable.

Yes. Clients can log into their portal to submit booking requests, which appear instantly in your consultant dashboard for action.

Optional. You can configure shift workflows to require approval before confirmation—useful for internal compliance or senior oversight.

Yes. Locum360’s calendar and shift table views allow you to filter bookings by client, site, department, role, consultant, and date range.

Yes. Locum360 allows you to quickly clone previous shifts, including all details like role, client, timings, and location. This is especially useful for recurring bookings or high-volume clients with consistent shift patterns.

Candidates can log into their portal and use the built-in calendar to mark available or unavailable days and times. They can also add recurring patterns like "Mondays only" or "Weekends off."

Yes. Availability updates made by candidates are reflected instantly, allowing consultants to make accurate booking decisions without delay.

Yes. Consultants can manually adjust a candidate's availability if they've received updates via phone, email, or in person.

Yes. Locum360 automatically flags or blocks candidates from being assigned to shifts that conflict with their availability.

Absolutely. Candidates can block out full days or custom date ranges for holidays, breaks, or other commitments.

Yes. When filling shifts, you can apply filters to show only those who are available, compliant, and meet the required skills or tags.

Yes. Locum360 features both list and calendar views, so consultants can see availability across multiple candidates and dates at a glance.

Yes. Candidates can set recurring patterns (e.g., every Wednesday, every other weekend) to save time and reduce admin.

Optionally, yes. Consultants can receive alerts when candidates update their availability, especially if linked to urgent or upcoming shifts.

Yes. You can configure specific availability rules per client or site (e.g., minimum notice period, no weekend bookings) and apply these to candidate filters.

Once a candidate is booked into a shift, that time is automatically marked as unavailable, preventing overlapping bookings or errors.

Yes. You can generate reports showing candidate availability rates, peak demand gaps, and scheduling bottlenecks by date or role.

Yes. You can send automated SMS or email prompts asking candidates to refresh their calendars on a recurring basis.

Yes. Candidates can easily update and view their calendar from any smartphone or tablet browser.

Not currently—but integrations and calendar syncing (e.g., Google Calendar) are on the roadmap. Ask us for updates or custom options.

Yes. Admins can block out dates globally (e.g., public holidays or office closures) or restrict availability entry during locked scheduling windows—ensuring candidates don't submit availability that conflicts with planned agency operations.

Candidates can log hours directly through their portal for each shift, with options to add break times and comments. Alternatively, they can upload scanned or signed timesheet documents.

Yes. Candidates working several shifts within the same week can submit a weekly timesheet or multiple entries in one submission, depending on your agency settings.

Absolutely. Clients can log into their portal or use a secure email link to review and approve timesheets with one click. The system records the approval and timestamp.

Yes. You can track the full status of every timesheet—pending, approved, rejected, or overdue—through a central dashboard with filter and search tools.

Yes. You can configure whether a client requires manual approval or whether timesheets are auto-approved after submission, based on your contract terms.

Yes. Each timesheet is linked to its corresponding shift and client, ensuring consistency in hours worked, pay calculations, and invoice generation.

Yes. Timesheets can only be submitted after the scheduled shift end time unless overridden by admin permissions.

Rejected timesheets are flagged in the system. Candidates and consultants are notified, and you can request revisions or submit supporting evidence.

Yes. Both candidates and clients can manage timesheets via their mobile browsers using the fully responsive portal.

Yes. The system includes smart checks for overlapping shifts, excessive hours, missing client approvals, and mandatory fields to reduce errors.

Yes. Candidates can upload signed paper timesheets or add supporting documentation, which can be viewed and downloaded by consultants and clients.

Once approved, timesheets flow directly into the invoicing module. You can batch-generate invoices per client, role, or date range—ready for export or email.

Yes. Run reports on submitted, approved, and overdue timesheets across clients, roles, candidates, and timeframes for full visibility and audit readiness.

Yes. Automated SMS and email reminders can be sent before timesheet deadlines or after shifts to prompt timely submissions.

Absolutely. Every timesheet action—submission, approval, rejection, revision—is logged with a timestamp and user ID for full accountability and compliance.

Yes. Locum360 allows you to tailor the timesheet approval process per client or contract. You can set approvals to be client-facing, internal-only, or auto-approved based on your agreement—giving you complete flexibility over how timesheets are handled.

Once timesheets are approved, they're ready for invoicing. You can create individual invoices or batch-generate them by client, date range, or department. Invoices can be emailed directly to clients or exported to your accounting system.

Yes. You can customise invoice templates with your logo, payment terms, line item formatting, and additional fields to match your agency's requirements and branding.

Locum360 supports VAT and tax calculations with configurable rates. You can set default tax settings or adjust them per client or invoice as needed.

Yes. You can mark invoices as paid, partially paid, or overdue. The system maintains a full financial history for reporting and cash flow tracking.

Yes. Locum360 can export invoices and financial data to popular accounting systems like Xero, QuickBooks, or Sage via CSV export or API integration.

Approved timesheets are compiled into payroll batches by date range. You can generate payroll reports for PAYE workers, umbrella companies, limited company contractors, or all combined.

Yes. You can choose which approved timesheets to include in each invoice—allowing for flexible billing cycles or client-specific arrangements.

Yes. The system supports various payment models including PAYE, umbrella companies, and limited company contractors—with appropriate calculations and documentation for each.

Yes. Each client can have custom payment terms, invoice frequency, and billing preferences stored in their profile.

Yes. You can issue credit notes against existing invoices and track financial adjustments with full audit history.

Locum360 isn't a full payroll processor, but it prepares all the data needed for your payroll system. Some integrated payroll providers can return payslip data for candidate viewing.

The system automatically calculates margins based on pay and charge rates. You can view profitability reports by client, role, consultant, or time period.

Yes. Invoices can be configured to include detailed breakdowns of shifts, hours, rates, and optional attachments like approved timesheets.

Yes. You can generate consolidated invoices that combine multiple shifts or timesheets into a single document—ideal for regular clients or ongoing placements.

Yes. Clients can log into their portal to view, download, or print current and past invoices, along with payment status and history.

Yes. Locum360 supports multiple currencies for international clients, with appropriate exchange rate handling and reporting.

You can track any document relevant to your industry or client requirements, including right-to-work proof, IDs, certifications, licences, training records, DBS checks, references, and more.

Yes. You can set up custom document types, expiry periods, and upload rules based on role, client, or job category—ensuring compliance with your specific standards.

Each uploaded document can be assigned an expiry date. The system automatically monitors deadlines and flags documents that are expired or nearing expiry.

Yes. Candidates receive automated email or SMS reminders when their documents are about to expire or are missing—prompting them to take action.

Yes. You can configure Locum360 to block or warn consultants when trying to assign shifts to candidates who are non-compliant.

Candidates can upload files directly through their portal. Admins and consultants can also upload documents manually on behalf of candidates.

Yes. Uploaded documents can be marked as "Pending," "Approved," or "Rejected," with internal notes. This adds a layer of control before compliance is confirmed.

Optionally, yes. You can choose whether clients can view specific documents (e.g., certifications, licences) through their portal for audit or transparency purposes.

Yes. You'll have access to a real-time dashboard showing compliance status across all candidates, with filters by role, expiry status, and document type.

Absolutely. You can export reports on document status, expiry dates, missing files, and compliance rates—ideal for audits, client reporting, or internal checks.

Yes. Each role or client can have a unique checklist of required documents. Candidates must meet these requirements before they can be booked.

Yes. Every upload, edit, approval, or rejection is timestamped and logged, ensuring accountability and full audit traceability.

Documents are stored securely on encrypted, UK-based servers with strict access controls. Only authorised users can access sensitive compliance files.

Yes. You can track certifications like first aid, health & safety, or sector-specific licences with expiry dates and renewal reminders built in.

Yes. Compliance status directly affects booking eligibility. The system can block, flag, or warn based on compliance rules—reducing risk and manual checking.

Yes. You can define a list of required documents that must be uploaded and approved before a candidate is marked as "active" or eligible for booking. This ensures all new starters meet your compliance standards from day one.

Yes. Locum360 allows you to flag roles as inside or outside IR35 and manages payroll implications accordingly based on the candidate's tax status.

When a role is flagged as inside IR35, the system applies PAYE or umbrella rules to ensure the worker is taxed appropriately, and timesheet data flows into the correct payroll channel.

Yes. Candidates can be marked as PAYE, Umbrella, or Ltd Company, and Locum360 adjusts rate calculations and compliance checks based on their status.

Yes. You can upload and attach SDS assessments to relevant jobs or candidates for documentation and audit purposes.

Absolutely. You can generate reports on roles marked inside/outside IR35, candidate tax types, and SDS compliance—ideal for audits or client summaries.

Yes. You can restrict bookings to only candidates whose tax model matches the IR35 designation of the job—helping ensure full legal alignment.

AWR ensures agency workers receive equal treatment after 12 weeks in the same role with the same client. Locum360 tracks the qualifying period and flags when a worker reaches or approaches the 12-week threshold.

Yes. Locum360 automatically monitors the calendar weeks a worker has been in a specific role for a specific client, even across breaks, and handles reset rules per AWR guidelines.

Yes. You'll receive alerts and can view a dashboard showing who is nearing or has reached AWR qualification, with dates and role details.

Yes. You can log changes such as pay rate increases, holiday adjustments, or benefit notes, and attach supporting documentation to the candidate's profile.

Yes. If a worker switches to a different role or client, Locum360 resets or pauses the AWR tracking based on the official regulations.

Yes. Breaks of 6 weeks or more (or qualifying exceptions) are recognised by the system and either pause or reset the 12-week qualifying period accordingly.

You can't change the law, but you can add client-specific notes or flag additional entitlements that go beyond standard AWR to support SLAs or internal agreements.

Yes. Both IR35 and AWR statuses are visible to consultants during shift assignment, helping ensure proper worker placement and legal compliance.

Absolutely. Every SDS upload, status change, compliance flag, or manual override is logged with a timestamp and user ID for full accountability.

Yes. IR35 and AWR statuses are clearly visible within each shift and candidate profile. This ensures consultants are aware of regulatory status at the point of booking, reducing risk and supporting compliant placement decisions.

Yes. You can apply your agency's logo, colors, and custom portal domain to ensure a fully branded experience for clients and candidates.

Absolutely. You can add custom fields for candidates, clients, jobs, documents, or timesheets—perfect for capturing agency-specific data.

Yes. You can define document and compliance requirements for each role, client, or site—so only fully compliant candidates can be booked.

Yes. All automated messages (e.g. shift confirmations, compliance reminders, booking alerts) can be customised using dynamic fields like name, date, or shift info.

Yes. Locum360 features fully configurable user roles. You control who can view, create, edit, or delete data—ideal for managing consultants, compliance officers, and payroll users.

Yes. You can export payroll-ready CSVs or integrate with payroll systems such as Sage, BrightPay, or Paycircle. Custom integrations are also available.

Yes. Invoice data can be exported to systems like Xero, QuickBooks, or Sage via CSV export or API integration.

Yes. Locum360 provides secure API endpoints for integration with external platforms including job boards, HR systems, and custom applications (available on Pro plans).

Yes. During onboarding, we help you import candidate records, compliance documents, client details, rate cards, and shift history from spreadsheets or your previous CRM.

Yes. You can define your own job types, shift templates, working patterns, and skill tags—ensuring Locum360 reflects your operational structure.

Yes. You can control what features are visible or enabled in the portals—such as document uploads, availability editing, timesheet submission, and shift history.

Yes. You can embed candidate registration forms or job request forms on your website that feed directly into the CRM. API options are also available for more advanced integration.

Yes. You can filter, group, and export custom reports. Pro plans also support advanced reporting dashboards built around your KPIs.

Integration with major job boards or aggregators is available via API or data feeds—ideal for high-volume recruitment pipelines.

Yes. We offer custom development options for enterprise clients. If there's a specific feature or integration you need, our team can scope and build it for you.

Yes. Locum360 supports workflow automation such as auto-confirming shifts, triggering reminders, or enforcing approval steps. We also offer custom workflow development for agencies with unique operational needs.