Scheduling Software for Temporary Staffing: 7 Essential Tips to Keep You Going

Temporary Staffing and Scheduling Software

Scheduling Software for Temporary Staffing, Scheduling Software for Temporary Staffing: 7 Essential Tips to Keep You GoingWork schedule builder for temporary staffing sort of makes you wonder how staffing agencies ever got along without it.

A few big temporary staffing agencies, in fact, make up some of Ximble’s happiest customers.

But this article is actually for the organization that has brought on an agency to fill temporary or short term staffing needs. It may very well be that: “Companies consistently use contingent workers to deal with ups and downs,” but that doesn’t necessarily mean everyone is an expert in dealing with them.

Any human resources manager knows that working with temporary staffing agencies can open a whole different, and very complicated, can of worms. Workers themselves can misunderstand who the employer is and far too often, supervisors and managers can also misread or misdirect temporary employees. Avoiding “co-employer” status can take some effort and some know-how.

Keep these seven tips in mind for scheduling and working with temporary staffing agencies and their people.

1. Reputable Temp Agencies

Stick to working only with a reputable temporary staffing firm. They may not be the cheapest. But they are experts in compliance with complicated and potentially expensive labor laws no matter your regulatory environment.

2. Coordinate Messaging

You may share scheduling software (Ximble makes that easy) but you and the staffing agency need to adhere to strict delineations and responsibilities. A good staffing agency will understand the needs of both sides and walk you through any gray areas.

3. Brand Agency Emails

If your email notifications or texts are branded, (and they should be), be sure that temporary workers are receiving messages branded by the staffing agency – even if the agency is integrating with your scheduling system.

4. Distinguish Between Bosses

That same thought extends to every other action your organization takes towards temporary or outsourced help. If you feel that your staffing agency is not doing enough to distinguish their employees, and to prevent “second-class status”, you are at liberty to discuss it with them. Many staffing agencies are very protective of their star performers (hence the high fees to hire them outright) and will work with you to keep communications and direction clear.

5. Get it in Writing

Document everything. A written contract is essential. Delineate the employment relationship, the responsibilities being covered and responsibility for unemployment taxes, Medicare contributions and for the entirety of regulatory compliance. The Fair Labor Standards Act, which normally governs overtime payments, also needs to be discussed and understood. Again, reputable temporary staffing agencies will be more than happy to discuss and inform you on all the relevant details.

6. The Agency Sets the Hours

If your agency places a supervisor onsite (your site) work with the supervisor to be sure that the staffing agency remains in control of the employment relationship. The agency needs to set hours of work and this is where your software may very well come into play (or into conflict). Even if you’re dictating hours, the agency should be informing workers. Training, pay, discipline and facilities use are all up to your staffing agency, but they may need very clear instruction from you.

7. Play Fair

Anti-discrimination laws still apply. Race, gender, religion and any other protected classification bear no weight in your decisions as to anything going on in the workplace. Check that any employees getting over-time pay are actually receiving it and that your written contract accurately describes the agreement you’ve come to as regards overtime.

In part, because Ximble is designed even for the truly demanding scheduling needs of temporary staffing agencies, we’re also good with everyone else. If you want to discuss your own specific needs, give us a call. Or leave a comment or tip in the space below.



Karin Jakovljevic

About the author

Karin Jakovljevic

Karin Jakovljevic is the head of marketing at Ximble, a powerful, cloud-based workforce management system, simplifying employee scheduling and time tracking for retailers, restaurants and small businesses.

Success Stories


It was hard to keep Menchie’s young and mostly part-time staff informed about shift changes, until Menchie’s discovered Ximble’s easy-to-use smartphone app.

Fast Fix

Ximble’s easy-to-use scheduling tool allows Fast Fix employees to remotely access shift information, and integrates with their Point of Sale and Payroll systems.

Spry Health

When spreadsheets became too complicated, Spry Health sought simple, cost-effective timekeeping software so they could concentrate on growing their business.

Spirited Gifts

Since switching to Ximble, Spirited Gift no longer struggle with employees turning up at the wrong time, for the wrong shifts.

Re-bath of South Florida

Re-bath required timekeeping software that was simple, flexible, and that could grow with their business.


When they outgrew their own internal system, Vastrm chose Ximble to track their part-time and contracted employees, both in and out of the office.

Excellence Martial Arts

All that Excellence Martial Arts were looking for was basic employee timetracking, with payroll reporting. Ximble’s cost-effective software was the ideal solution.

Collab Inc

Manual timesheets were a poor fit for Collab, and with no easy to feed the data into Gusto they began looking for a viable solution to their scheduling and time tracking headaches.

Carolina Moves

Follow Carolina Moves’ journey as they transitioned from using an archaic time tracking and data entry methods to using something that could optimize their processes and integrate with Gusto.

Bearings Bike Shop

Read how inaccurate time keeping methods forced Bearing Bike Shop to approximate working hours leading to significant losses over the year, until implementing Ximble.

Mermaid Life Chameleon

Needing a simplistic solution to their scheduling and time tracking needs, Mermaid Life didn’t want a solution that would over deliver and overcharge for what they required.

Krein Knives

Outgrowing spreadsheets, Krein Knives now needed a time tracking solution that could accurately track irregular working hours and automate as much of the administrative process as possible.


Looking for automation and simplicity, Garmentory turned towards Ximble in hopes of resolving their time tracking woes.


With their eyes set on rapid growth, Novvia needed to implement a scheduling solution that could effectively scale as the business grew while integrating with the existing payroll system.


Discover how Story2 resolved their time tracking and payroll problems by implementing Ximble into their arsenal of tools and integrating it with their payroll platform, Gusto.

CareCentric Pty Ltd

Spreadsheets lacked the scalability and flexibility that CareCentric Pty Ltd needed as they grew and needed something that would be responsive to their changing needs.

Bou Cou Dancewear

Struggling with varying availability of staff, scheduling for multiple store fronts and managing payroll, Bou Cou Danceware needed a solution to their scheduling and time tracking needs.

Best Pets Veterinary Hospital

Constantly fighting wasted time from data entry errors, outdated methods of scheduling and time tracking were taking their toll. Discover how Ximble helps them overcome their challenges.

Hook SEO

Read how Ximble helped Hook SEO with their time tracking and scheduling problem when they noticed too much time was being wasted on data entry.

National Strategic

After a rapid increase of employees, National Strategic’s dependence on spreadsheets for time tracking was no longer viable. Find out how Ximble solved their problems.

miR Diagnostics

Find out how miR Diagnostics implemented Ximble’s time tracking features for their employees and how it improved their payroll operations through the Gusto integration.

Followell Fotography

Effective time tracking in and out of the office and Gusto integration was important for this photography company. Find out how Ximble stepped up to meet the challenge.


Ximble provided an inexpensive and user friendly solution to CARP’s time tracking and Gusto integration needs. Find what won them over and how it bettered their operations.


Discover how the time tracking and extensive feature of Ximble helped improve ILKB’s operations with the Gusto integrations and ximbleChat platform without breaking the bank.


A tech savvy company that integrates technology into your offices and homes. With their skill and knowledge, they turn your ideas into reality.

Wise Owl Animal Hospital

An animal hospital that combines traditional and modern medicine to provide superior animal care. They raise awareness and provide advice on excellent pet care.

Armstrong Property Management

A property management consulting that specializes in home real-estate. They offer an abundance of services to property owners.


A restaurant consulting company that helps you take your business to the next level. With the best advisors, they can help you expand your business.

Liquid Consulting

A consulting company that strives to become your food processing partner. Comprised of skilled technicians and employees to improve your business.

Alta Animal Hospital

Find out how Alta Animal Hospital do away with printed shift calendars and move to a 100% mobile platform.


Read how Ximble helps Montefiore eliminate the need for multiple spreadsheets and calendars.

Rudy’s Pub & Grill

By utilizing Ximble, Rudy’s Pub & Grill has seen a 60% decrease in missed shift from schedule confusion.


Learn how TouchSupport was able to manage employees at multiple locations with ease and save 8 hours a week by using Ximble.

Try Ximble for 14 days free

No credit card required. Cancel any time.