What this feature does and when to use it?
The Client Portal for Timesheets gives clients secure access to contractor timesheets associated with their jobs. Depending on the permissions granted, clients can view, create, edit, delete, and approve timesheets, with every action syncing automatically to Recruit CRM.
This feature improves collaboration between agencies and clients by providing real-time visibility into contractor timesheets while maintaining complete control over client permissions.
This feature is useful when you want to:
Share contractor timesheets with clients.
Allow clients to create, edit, or delete timesheets.
Enable designated client contacts to approve timesheets.
Keep all timesheet updates synchronized with Recruit CRM.
Maintain a complete audit trail of timesheet activity.
Please note: This feature is currently available in Beta. If you'd like to enable it for your account, please contact your Account Manager.
Who can access the Client Portal?
The Client Portal is available through the Hiring Manager Portal (HMP).
To learn how Hiring Managers are invited, sign up, and access the portal, refer to this article.
Enable Client Portal access for timesheets
Before enabling timesheet access, ensure the client contact has been added to the relevant company and is associated with the appropriate Contract or Contract-to-Permanent job in Recruit CRM.
Open the required job and click Submit to Client.
Select the permissions you want to grant to the client, then click Online Candidate List to activate the portal link. Once enabled, your client will be able to view shared timesheets in real time through the Hiring Manager Portal.
To access the shared job, the client can open the email containing the Online Candidate List link, then click View in Portal. They will be taken to the Timesheets tab by default.
Please note:
If the Online Link is disabled at any time, the client's access to timesheets is removed immediately.
For the best experience, ensure the client already exists as a Contact in Recruit CRM for that specific job before enabling portal access.
Client access control and permissions
Client access is fully controlled by your agency and is available only for Contract and Contract-to-Permanent jobs.
When enabling the Online Candidate List, you can choose whether clients are allowed to:
Create timesheets
Edit timesheets
Delete timesheets
Please note: All permissions are enabled by default when Portal Access is first activated. Any changes you make are saved and applied going forward. You can update these permissions at any time if your client's responsibilities change.
View and manage timesheets
After signing in to the Client Portal, clients can access the Timesheets tab to review and manage all shared contractor timesheets in one place.
Clients can:
View timesheets for shared jobs.
Filter timesheets by This Week, Last Week, This Month, or Last Month.
Create new timesheets (if permitted).
Edit existing timesheets by clicking the Pencil icon.
Submit completed timesheets.
Approve timesheets (if assigned as the approver).
Each timesheet clearly displays who created, submitted, and approved it, along with the corresponding timestamps, providing a complete audit trail.
Timesheets for candidates who have been deleted from the Recruit CRM remain visible in the Client Portal and are clearly marked as Deleted. While clients cannot create new timesheets for deleted candidates, they can continue viewing existing timesheets and perform permitted actions where applicable.
Timesheet approvals
Agency users can assign specific client contacts as timesheet approvers while enabling Portal Access for a job.
Only assigned approvers can approve timesheets. Other client contacts may still be able to view, create, edit, or delete timesheets based on the permissions granted to them, but they cannot approve submissions.
All approval actions performed in the Client Portal are synchronized instantly with Recruit CRM.
Real-time synchronization
All actions performed in the Client Portal, including creating, editing, submitting, and approving timesheets, are synchronized with Recruit CRM in real time.
Each activity is automatically logged, ensuring complete visibility for agencies, clients, and contractors.
Troubleshooting
Problem: I can't approve timesheets.
Problem: I can't approve timesheets.
Likely Cause: You're not assigned as the timesheet approver.
What to Check: Confirm with your agency that you've been assigned as the approver for the job.
Resolution: Only designated approvers can approve timesheets. Other users can only perform the actions permitted by their assigned permissions.
FAQs
1. Can I control what clients can do with timesheets?
1. Can I control what clients can do with timesheets?
Yes. You can independently allow clients to create, edit, delete, and approve timesheets through the Portal Access permissions.
2. What happens if I disable the Online Link?
2. What happens if I disable the Online Link?
The client's access to shared timesheets is removed immediately, and the timesheets will no longer be visible in the Client Portal.
3. Can clients view timesheets for deleted candidates?
3. Can clients view timesheets for deleted candidates?
Yes. Existing timesheets remain visible and are clearly marked as Deleted, although new timesheets cannot be created for deleted candidates
Conclusion
The Client Portal for Timesheets simplifies collaboration between agencies and clients by providing secure, real-time access to contractor timesheets. With configurable permissions, instant synchronization, and a complete audit trail, agencies can confidently manage timesheet workflows while giving clients the flexibility they need.