Requirements checklist
What to ask for when choosing software for staffing and manpower agencies.
A checklist built from how staffing and manpower agencies work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Client contracts and sites
- Associate records
- Deployment roster and relievers
- Attendance from the site
- Client billing by site
- Wage sheet and deductions
- Permanent placements
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners
- For operations managers
- For field officers
- For guards
- For accounts and payroll
Reports to ask for
Ask to see each one with your own sample data.
- Duties delivered against duties contracted, site by site
- Posts left open, and who filled them
- Attendance by guard for the month
- Wage sheet with overtime, advances and deductions
- Client invoices with ageing
- Incidents by site, with what was done
- Guard papers and training dates falling due
Systems it may need to connect to
Note which ones you already run.
- Accounting export
- SMS
- Bank salary transfer files
- Biometric devices at large sites
Questions for any vendor
Put these to every supplier you are comparing.
- Our guards do not all have smartphones. Will attendance still work?
- Can it bill each client post by post?
- Does it work out wages with PF and ESI?
- Does it make our agency PSARA compliant?
- Can invoices and wage summaries go to our accounting package?
- Can guard and site records be moved in?
- How is an incident at midnight recorded?
- Who owns the attendance and guard data?
- What does it cost?
- We run four sites. Should we use a ready attendance app?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Attendance arrives in five formats
- Client invoices and wages disagree
- Vacant posts go unbilled or unfilled
- Associate papers are incomplete
- Advances are recovered by memory
Prefer to talk it through? See the staffing and manpower agencies page.