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Adding Agency Staff Profiles in Alkimii

Learn how to set up agency staff profiles in Alkimii, roster them correctly, and track agency costs against your invoices.

If you work with agency staff, you can add them to Alkimii so their hours, costs, and rosters are tracked alongside your regular employees. This helps you manage labour costs accurately and compare what your agency invoices you against what staff actually worked.

There are two ways to set up an agency staff profile, depending on how your agency works.

Option 1 - Named Agency Staff (Same Person Returns)

Use this option if the same person comes back regularly and you want them to have access to the Alkimii app, including the chat feature.

Create their profile as you would for any new starter, using:

  • Their full name
  • Their department
  • Their personal contact details (email address and phone number)

This gives them access to the Alkimii app in the same way your regular staff use it.

Option 2 - Agency Role Profile (Different Staff Each Time)

Use this option if your agency sends different people for the same role each time, or if you do not have personal details for individual staff.

Create the profile using:

  • The agency name 
  • The role they are filling (for example, "Agency Chef" or "Agency Housekeeper")
  • No email address or phone number is needed

This keeps things simple when the face behind the role changes regularly.

Settings to Apply for Both Options

Whichever option you choose, the following steps are the same.

  1. Contract Type Set the contract type to Agency Staff.

  2. Rate of Pay Enter the rate the agency charges you. This ensures the cost is captured correctly in your forecasts and actuals.

  3. Rostering Roster the agency staff member the same way you would any other employee. Their hours and costs will feed into your labour reports automatically.

  4. Exclude from Payroll After creating the profile, go into the staff profile and exclude them from payroll. This is important - agency staff are paid through the agency, not through your payroll run.

Why This Is Useful

Once the profile is set up and the staff member is rostered, Alkimii will track their hours and cost. You can then compare this directly against the invoice your agency sends you, giving you a clear and easy way to check you are being charged correctly.