Temp agency software organized around the assignment.

Identify the host business, worksite, reporting supervisor, department, task list, prohibited tasks, schedule, expected duration, pay and bill configuration, dress or PPE split, physical demands, known hazards supplied by the host, screening requested by the client, and the contact for day-one problems. Store which facts came from the client and when the agency reviewed them.

Then create the worker-facing brief. It should use plain language and omit client-only financial data. Record interest separately from acceptance, and acceptance separately from assignment. TempGuru may support client and worker communications depending on plan and configuration; the agency controls the audience, timing, and final decision.

OSHA’s Protecting Temporary Workers page says staffing agencies and host employers share responsibility for a safe workplace, with the exact extent depending on the facts. OSHA recommends that responsibilities be described in the contract and stresses communication about training, hazard information, and recordkeeping.

Translate that guidance into named workflow steps. Who asks the host about hazards? Who provides general information? Who gives equipment and site training? Who supplies PPE? Who receives an injury report? Who handles day-to-day supervision and recordkeeping? Software can route questions and preserve answers. It cannot make an unsafe assignment acceptable or discharge either party’s legal duties.

Open a task-change event rather than editing the original description. Capture the requester, new department, duties, supervisor, schedule, pay or bill implications, hazards, equipment, training, and effective time. Route it to agency review before the worker begins when circumstances allow. If work has already changed, flag it for immediate attention and preserve when the agency learned of it.

The worker response matters too. A person who accepted packing work did not automatically accept forklift operation or a night shift. Keep the new offer, questions, acceptance or refusal, and replacement action. The client can request a change. The agency still decides whether it can make the assignment under its process.

Availability means the worker has indicated a time window. Interest means the job caught their attention. Acceptance means they agreed to the stated assignment. Dispatch means the agency selected and instructed them. Add acknowledgement for critical day-one details if your process needs it. Each transition should have a timestamp, channel, and actor.

Ranking tools can help a desk review a pool when configured, but the agency should see why a person appears and retain manual control. Do not let a score hide expired evidence, an overlapping job, a task refusal, or a client restriction. A clean recommendation is useful only when the underlying record is current.

The IRS common-law employee guidance says the relationship must be examined and points to behavioral control, financial control, and the parties’ relationship. Its page was updated in May 2026. Other federal, state, and local tests may apply for different purposes.

A software setting can drive forms and workflow, which makes a careless selection more consequential, not more correct. Require authorized review for classification changes, retain the reason and effective date, and limit who can edit payroll treatment. TempGuru does not provide a universal classification decision; agencies should use qualified tax and legal advice for their facts.

Time records should show scheduled and actual hours plus corrections. Incident records need the report time, reporter, people notified, known facts, and follow-up owner, with sensitive access limited. Closeout should state why the assignment ended, the last day worked, client and worker communications, property return, unresolved pay items, and rehire or redeployment status under agency policy.

Do not let a client rating change wages or automatically block a worker. Keep performance feedback available to authorized agency staff, preserve the worker’s response where appropriate, and require a person to make consequential decisions. A single “completed” status erases the details the next desk needs.

Start with active clients, assigned supervisors, current workers, upcoming and open assignments, pay and bill configurations, unresolved time, and required documents. Choose a cutoff by workweek and define which system owns each stage. Reconcile a sample payroll and invoice set before widening the rollout. Historical candidates can wait until the active book is stable.

Test a parallel assignment from order to closeout, including one task change and one corrected time entry. Confirm exports, permissions, retention, and integrations in writing. Current plan information lives on the TempGuru software pricing page; buyers evaluating recommendation tools can review AI for staffing agencies after the core record works.