Subshift

Getting started: Agency

This guide is your 10-minute onboarding path. Follow these steps in order and you'll have your first shift created and the matching process running by the end.

Note

You'll need your agency login credentials. If your account hasn't been created yet, contact Subshift support.

Step 1: Set up your positions

Positions are the roles your agency places workers in (e.g. "HGV1 Driver", "Healthcare Assistant"). Create at least one position before adding workers or clients.

  1. Go to Positions in the sidebar.
  2. Click Add position, enter the name, and save.
  3. Repeat for each role your agency covers.

Full guide: Positions

Step 2: Invite your first client

A client is a business that requests workers from your agency. Each client has their own portal login.

  1. Go to Clients and click Add client.
  2. Fill in the company name and contact email.
  3. Select which positions this client is allowed to request.
  4. Save — the client receives an invite email to set up their portal access.

Full guide: Adding a client

Step 3: Invite your first worker

A worker is a person your agency places into shifts. Each worker has their own app login.

  1. Go to Workers and click Add worker.
  2. Enter the worker's name and email.
  3. Assign their positions (the roles they're qualified for).
  4. Save — the worker receives an invite email to set up their app access.

Full guide: Adding a worker

Step 4: Request your first shift

Shifts can be created by your agency or requested by a client through the client portal. To create one yourself:

  1. Go to Shifts and click Create shift.
  2. Select the client, position, date, time, duration, and number of workers needed.
  3. Save — Subshift starts matching eligible workers automatically.

Full guide: Creating a shift

Tip

After creating the shift, go to the shift detail and watch it move from REQUESTED through NOTIFYING to PARTIALLY_FILLED or FULLY_FILLED as workers accept. The first time you see this happen in real time is the best way to understand the matching flow.

Step 5: Explore the rest

Once you have the basics running, explore these areas:

  • Worker detail — set availability and upload compliance documents
  • Compliance overview — track document status across all workers
  • Timesheets — approve worker hours after shifts complete
  • Invoices — bill clients from approved timesheets
  • Team — invite colleagues to help manage the portal

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