Compliance enforced
before every placement.
Every worker has documents, certifications, and rules that must be current before they can work a shift. Subshift tracks all of it and enforces it automatically — no manual spreadsheet check, no gaps, no near-misses.
The compliance problem at staffing agencies
Every worker at every agency carries a set of compliance requirements: right-to-work documents, DBS certificates, mandatory training, role-specific licences (CSCS, SIA, Driver CPC), and increasingly, fatigue hour limits. Tracking all of these for a pool of 50, 100, or 300 workers in a spreadsheet is error-prone and labour-intensive.
When a spreadsheet has a stale expiry date, a missed renewal, or a row that was never updated, a non-compliant worker can be offered and confirm a shift. That is not just an operational problem — in regulated sectors like healthcare, security, or driving, it can be a legal and safeguarding incident. Subshift makes the entire tracking and enforcement process automatic.
What Subshift tracks per worker
Right-to-work documents
Passport, visa, BRP, or share code — uploaded, verified, and tracked with expiry dates. Workers with expired right-to-work are automatically excluded from matching.
DBS / PVG certificates
Enhanced and standard DBS certificates, Scottish PVG scheme memberships. Configurable by role and client — some clients require enhanced; others accept standard.
Mandatory training
Sector-specific training: moving and handling, infection control, safeguarding, fire safety, first aid, and any others you define. All with renewal dates and automatic alerts.
Role-specific licences and cards
CSCS (Construction), CPCS, NPORS, ECS (Electrical), SIA (Security), Driver CPC, QTS (Education), NMC PIN (Nursing) — all tracked with category and expiry date.
Site inductions
Record which workers have completed inductions at which client sites. Workers who have not been inducted at a site are excluded from shifts at that site automatically.
Fatigue and hours rules
Define maximum consecutive days, minimum rest periods, and maximum shift durations per role. Workers who would breach a fatigue rule by accepting a shift are excluded from the offer.
How compliance integrates into shift matching
Compliance checks in Subshift are not a separate step that coordinators run before placing a worker. They are built directly into the matching process.
- 1
Compliance rules defined per role and per client
When you set up a position in Subshift (e.g. "Healthcare Assistant"), you configure which documents and certifications workers in that role must hold. Individual clients can add further requirements on top.
- 2
Checked automatically when a shift opens
The moment a shift is raised, Subshift evaluates every worker against the required role criteria. Workers with any expired, missing, or pending document for that role are excluded from the candidate list before any notification is sent.
- 3
Snapshot recorded at booking
When a worker confirms a shift, Subshift records a compliance snapshot — a log of every document held and its status at the point of booking. This snapshot is part of the audit trail for inspection purposes.
- 4
Expiry alerts before lapses occur
Documents approaching expiry are surfaced in the agency dashboard and flagged on the worker record. The agency can act before a worker becomes ineligible, rather than discovering the gap during a shift fill attempt.
Compliance requirements by sector
Stop relying on spreadsheets for compliance.
Book a demo and see how Subshift automates compliance enforcement for your agency.