Customer Portal
Introduction
Each TempWorks Client who subscribes to it will have Web Center 6 configured specifically for
them. This guide is designed, generically, to be used by any Client who uses Web Center 6. It
is not designed for any specific TempWorks Client.
Please note; there may be topics covered in this document on features of Web Center 6 that
your company does not offer to your Clients.
Please revise this document to include only the topics and features your company offers. Also,
please feel free to insert or replace screen shots to include your logos and color schemes and
revise verbiage as you see fit.
How to Read this Manual
*Terms listed in BOLD are the names of main records or sections (ie. Employee or Visifile).
*Terms listed in Italics are field names or buttons (ie. Pay Rate or Save).
*Terms listed in Bold Italics are sub-sections in a record (ie. Messages or Contact
Methods).
*Terms listed in “Quotation Marks” are inputs for the fields or drop down menus (ie.
“Available”).
*Information listed in red are “best practices” or information about required fields.
Inviting Customer Contacts to WebCenter
To invite a Contact to WebCenter, go to the Contact record in TempWorks. From the Actions
Menu, select “invite to WebCenter.”
The Add WebCenter User
pop-up will appear and
require a role to be
assigned to the Contact.
*Note to Enterprise users Creating Customer roles
will be covered in the
“Administration” manual.
Once the roles have been
created, they will appear in
the dropdown next to the
red arrow (shown left).
After assigning the role, the next step is to choose which method you want to use to create the
user’s account.
If you choose to Invite User to
WebCenter, once you click Invite, an
auto-generated email will be sent to the
user giving instructions on how to log
into WebCenter.
*Note to Enterprise users – The auto-generated email can be edited in the Administration
section under Templates in WebCenter. An example of a default auto-generated email is shown
below.
If you choose to Manually Create User Account, you will need to create a username and
password. Then, click Create. This will NOT send an auto-generated email, so you will need to
manually email the user with the newly created username and password.
Sign In Page
When a Contact first opens the WebCenter they will see the Sign In page as shown below:
After the Customer has entered their
User Name and Password they can
click on the Log In button (as circled).
This will navigate the Customer to
their Home page.
If the Customer cannot remember their
username they can click on the Forgot
Username link to navigate to the view to the
right. They will need to enter their First Name,
Last Name and E-Mail Address and then
click on Find User Name to have the
User Name sent to them via email. Click
Cancel to return to the Sign In page.
If the Customer cannot remember their
password they can click on the Forgot
Password link to navigate to the view to the
left. After they enter their User Name they
can click on Send Reset Link to have a new
password created and sent to them via
email.
Once the Customer has entered the username and password correctly, they will be brought to the Home Page.
Home Page
Each Icon across the top of the Web Center screen indicates a different area of WebCenter:
The Home Page displays a summary of items from your record:

Timecards
o

Orders
o

Clicking any option within Timecards will navigate to the Timecards area:
 All will display all Timecards, regardless of status
 Review displays all Timecards which need your attention – this may
include submitted Timecards
 Rejected will display all Timecards which the Customer have rejected.
 Past Due will display all Timecards which are Past Due and need
immediate attention
Clicking any option within Orders will navigate to the Orders area:
 All will display all Orders, regardless of status
 Unfilled will display all Unfilled Orders
 Pending will display all Orders which are “on hold”
 Filled will display all filled Orders
 Closed will display all Orders which have been completed
 Review will display all Orders which are pending approval
Messages
o
This area will display any messages that your company has sent out to the
Customer.
*Note to User – To send messages to the Home Page of a Customer Contact, log a message
in their Contact record in Enterprise with the message action code of “WebMessage”.
Selecting an action code of “WebToAll” will send a message to all WebCenter users.
Selecting an action code of “WebToAllContacts” will send a message to all Contacts with a
WebCenter account.
Selecting an action code of “WebToContacts” will send a message to the one, or few, that you
select to send it to.
The Contact will be able to respond to the message by clicking on
This will create an email pre-populated with the original sender’s email address.
Clicking
in the upper right corner will open the Profile area where the Contact
can update various information in their record:
The General Info form will allow them to change their email address or password as well as
set notifications:
Click Update Email Address to change the
Email Address.
Click Change Your Password to Change
the password.
Enter the appropriate information then click the Change button to update the email address or
password. Or, click Cancel to cancel this action.
The Contact is also able to modify their Notifications settings from this area:
Notifications can be sent to the Contact based on different actions which are taken. They can
check any notification they would like to receive, and uncheck those they wish not to. Use the
Check All – Uncheck All button to select enmass.
Click Update to save the selection of notifications.
*Note – all notifications are based on how the Web Portal is configured by the Staffing Provider.
Orders:
Orders displays a history of all of the Orders that Contact is attached to via the Contact Roles.
Orders can be displayd by All, Unfilled, Pending, Filled, and Closed Orders as well as Orders to
Review:
Orders can be searched by various criteria in the upper right corner:
Select the criteria by which to search Orders then select or
key in the data by which to search.
This will narrow down the Order list by the criteria selected.
Click on an Order to highlight it and display the details of that Order to the right:
The Description tab will display the Description of this Order.
The Contact tab will display all Customer Contacts affiliated with this Order:
*Customer Contacts need to be set up in Enterprise as Contact Roles on the Order for them to
be seen on this screen.
The Assignments tab displays all Assignments related to this Order:
Clicking View will navigate to that Employee’s record in the Employee Section.
The Reviewers tab will display all order request reviewers for the Order pending approval:
*Note to Enterprise User – The Reviewers tab will only be used if your Customer requests to
have a multi-tierd approval process for order requests. Setting up Order Request Reviewers will
be covered in the Create Order Request section of this manual.
New Purchase Orders:
Above the Order Details area click
By filling out the form on the right, the Customer will be
able to add the “PO number” as an option for Employees
to choose from when filling out timecards.
*The Staffing Company Administrator will need to allow the
Employees to choose a “PO number” option by setting it
up in the configuration area.
New Orders:
Above the Order Details area click
Provider:
to submit a new Order to your Staffing
Enter the necessary information for
your new Order then click Submit
Request to send this Order to your
Staffing Provider.
You Staffing Provider will receive
notification of your Order Request.
*Note – To view a list of the new order requests from WebCenter in Enterprise, run a saved search of
Orders with the Status of “Pending Web Order”.
*Note – Order Request Forms can be customized in the configuration area of WebCenter 6
To set up an Order Request Creator or an Order Request Reviewer, Contact Roles must be set up within Enterprise
on the Customer record prior to creating the Order.
This is done on the Details screen of the Customer:
Click the
button to manage the Contact Roles.
First, choose the Contact who will be the
Order Request Creator from the Contact
Dropdown.
*Note – Contacts need to be set up on
the Customer record prior to setting up
Contact Roles.
Once the Contact is selected, click the
button next to “Order Request
Creator” to assign that role.
By choosing an option from the Apply
Changes dropdown, you will be able to
decide if this Contact Role should be
applied to “Only this Customer”, “This
Customer and its Orders”, “This Customer and its Departments”, or “All Departments and Orders”. This allows you to
override existing contact roles on existing departments and orders without having to go into each of the
departments and orders and make the changes there.
Cost Codes:
Above the Order Details area, click
to create new cost codes. Cost codes created
here allows an employee to attach them to their timecard.
Enter in Cost Code details and click
to create a new cost code.
Click the
if you wish to delete that cost
code and no longer want employees to have
the option to add this to their timecard.
*Note: To allow employees to add a costcode or PO to their timecard, their timecard format must be
setup as such. This is done by an Administrator in the Time section by creating a timecard template.
Candidates:
In the upper right corner of the Order form is an option to view Candidates:
Clicking
will display the Candidates for the Order which is highlighted :
*Note, if no Candidates are associated with this Order, the Candidates icon will be grayed out.
If a Resume is attached to the
Candidate’s record, there will be a
Full Resume link. When clicked, this
Candidate’s resume will launch.
Clicking on the
will display additional information about that Candidate:




Assignments completed will display the number of Assignments this Candidate has completed.
Positive Feedback will display the % of Positive responses from Clients where this Candate has
worked previously.
Skills will display the Skills the Candidate possesses, including the number of years experience.
Highlighted Skills are Skills that are relevent to this Order.
To take action on a candidate, select a Status for each Candidate from the dropdown:
And, enter any comments desired:
When finished click Save Changes.
The information entered here will be directly
communicated to your Staffing Provider
within the Candidates Worksheet on the
Order record.
Enter Time:
Clicking on
assigned to this Order.
will allow the Contact to create a timecard for any or all Employees
Select any or all Employees assigned to this Order
for whom you would like to create Timecards.
If you have selected an Employee accidentally or
change your mind about creating a Timecard for
them, click
remove that Employee.
to
Once all Employees have been selected click Create
Timecard to procee
 Enter the hours by day or by week for all
Employees selected for this Timecard
 Adjust the PayCode, if applicable
 Adjust the CostCode, if applicable
 If adjustments should be applied to this
Timecard select the appropriate Adjustment
then enter the amount by which to adjust the
pay
*Note – positive adjustment amounts will increase
the pay/bill, negative amounts will decrease the
pay/bill.
*Note – Types of Adjustments need to be set up in the configuration area of WebCenter 6 in
 If you
need to
to theonSelection
process
order
for them
togo
beback
options
the timecard.
click
Once complete click
to continue.
The confirmation form will display the data just entered:
Once
all
of
the
confirmed click
information
is
.
If any changes or corrections need to
be made click
navigate backward
process.
through
to
the
Once the timecard has been created, the
screen to the left will appear.
By clicking
, it will navigate
you to the Timecards area.
To exit this screen, click
Copy Order:
Clicking on
will allow you to create a duplicate Order of one that you had previously.
Highlight the Order you want to copy
and click Copy Order to get the pop up
below.
Once any necessary changes have
been made to the request, click
to submit the order
request to your staffing provider.
*Note – An auto-generated email will be sent to the Branch email address informing the staffing
provider that there has been an order request created by a Customer Contact. To find a list of all order
requests within Enterprise, perform a search for all Orders with the Order Status of “Pending Web
Order”.
Employees:
In the Employee area, all Employees who have been assigned to a job for you by your Staffing
Provider will be listed.
Employees can be viewed by
by clicking on the desired option.
Employees can also be searched based on:
Select the criteria by which to search then enter the date into the search
field:
Clear this criteria by clicking
.
This will determine which Employees are displayed in the form.
The Employee form will display Employees who have or are currently assigned to you.
Displayed are:



The Employee’s
name
Number of Jobs the
Employee is
currently assigned
to
Employee ID
number
Click on an Employee’s name to highlight them. This will display that Employee’s information to
the right:
The
Assignments
tab
will
display
all
Assignments
for
this
Employee.
The Timecards tab will display all
Timecards for this Employee for
assignments they completed for
you.
By clicking
you will be navigated to the invoice this Timecard is linked to.
The Skills tab will display the skills possessed by this Employee:
Enter Time will allow you to create a
Timecard for this Employee.
Candidacies will display the Orders
you are attached to for which this
Employee is being considered.
Invoices:
Invoices displays all of your Invoice history. It allows you to view Invoice details and reprint
an Invoice.
Filter for Invoices by clicking
.
Invoices can also be searched based on:
Select the criteria by which to search then enter the date into the search
field:
Clear this criteria by clicking
View the details of the Invoice by clicking either
the Invoice to display the details of the Invoice:
.
or
. This will expand
Use the Scroll if not all the
transactions are displayed.
To Hide the Details click:
Use
to display the details of the Timecard
used to create the transaction:
A grayed out
entered online.
Clicking on
indicates that time was not
allows the Customer to print off that invoice.
Timecards:
The Timecards area allows you to approve, edit and submit time for your Temporary Workers.
Filter for Timecards by clicking
.
Timecards can also be searched based on:
Select the criteria by which to search then enter the date into the search
field:
Clear this criteria by clicking
.
Add any missing Timecards by clicking
. This will allow you to create
timecards for any Employee who does not currently have a Timecard that worked that week.
Select All missing timecards for this week –or- Choose week and employees for which to create
time.
When selecting Choose Week and Employees, you will be directed though a wizard which will
allow you to Choose the Week and the Employees:
Select the Employees for which to create the
Timecards by clicking a check mark into the check
box.
After Selecting the Employees click
to continue.
Review the Timecards being added then click
to Confirm.
If you need to create more timecards click on
.
Click
timecards.
Choose
to enter in time to the created
to
Weekly total:
Daily total:
display
the
hours
by
Weekly
total
or
Daily
total
by
selecting:
Timecard Details:
To view the details of each Timecard, or to select a Cost Code or add Adjustments, click
the right of the Timecard. Or, click on the Timecard to highlight it then click
details of that Timecard will be displayed.
to
. The
Using the dropdown, select the proper Cost Code, if applicable.
If applicable, click
to add any adjustments to this Timecard.
From the dropdown select the type of adjustment:
Then enter the amount of the adjustment:
*Note – Positive amounts will increase pay/bill,negative amounts will decrease pay/bill.
Copy a Timecard by clicking
. This function would be utilized to copy a Timecard so you can submit
time with different Paycodes or Cost Codes.
When complete, click to select each transaction to be submitted then click Submit Selected Timecards:
Click Select All at the top of the Timecard form to select all Timecards.
You will receive a prompt notifying you of the number of Timecards submitted:
Each Timecard will display it’s status below the Employee’s name and next to their SSN:
Timecards can be edited if they are “In Review” by
clicking the Unlock button.
Once a Timecard is in Payroll it will be locked,
indicated by:
Approving Timecards:
By clicking the Review tab in Timecards, the contact can view the timecards which were
submitted by Employees and either approve or reject the time.
This button will print the timecard.
This button will allow the Contact to view the details of this timecard from this page.
This button will allow the Contact to view the details of the Order that this timecard is
for.
This button will show the date and time history of when the timecard was created,
submitted, approved, or rejected.
To approve a timecard individually, click
next to that timecard.
To approve all remaining timecards at once, click
To reject a timecard individually, click
.
next to that timecard.
To reject all remaining timecards at once, click
If the contact rejects a timecard, they will get a prompt to enter in a reason as to why they are
rejecting it. This will be sent to the employee.
*Note – When rejecting timecards, the Employee(s) will receive an auto-generated email informing
them that their timecard was rejected. They will then be able to edit the timecard and re-submit for
approval.
*Note – There are different timecard approval processes that can be set up in the configuration area.
Depending on the timecard approval process the staffing agency provides for the specific customer, the
staffing agency will need to set up appropriate Contact Roles on the Custome record within Enterprise.
For example, if the timecard workflow type is setup for the Supervisor on the Order to approve
timecards you must have a Contact set as a Supervisor on the Order in order for them to have the ability
to approve and/or reject timecards.
Based on the timecard workflow
type (available in the configuration
area
for
the
WebCenter
administrator) there may also be a
tiered process, in whichcase using
the Timecard Alt 1 and/or Timecard
Alt 2 may be necessary.
Reports:
Various reports can be run, printed or exported from Web Center.
View Reports by criteria:
Once criteria is selected, enter specific data:
To clear criteria and view all
reports click Clear.
To run a report click the button
buton to the left of the Report name.
Clicking on the Report Category to the right of the Report name and description will list all reports within
that category:
When running a Report, some criteria may be needed to run that report:
Once a Report has been run it can be printed or saved:
Enter the necessary criteria then click View Report.
Use the Export icon to export the data:
Or Print the report using the Print icon:
Documents:
Your Staffing Provider may provide documents which can be downloaded.
*Note – Steps to provide Documents to clients will be provided in the Administration Web
Center Manual
Filter documents by various criteria:
Once the Search By criteria is selected enter the specific data:
To clear criteria click Clear.
To download a Document click download.
This will open that document in it’s original format.