Introduction

The New Client Portal transition guide provides the details of the additions/modifications in the new Entire OnHire Client Portal application. Before using the new Client Portal, please read the instructions carefully to navigate the application successfully.

Things To Note

To run the Entire OnHire Client Portal application successfully, several important things must be understood, actioned, and implemented .

1. Online Permission in Client-Level Masters

In the Client Details page, all the Online Permissions (of the old client portal) are now available in the Client-Level Masters.

Field Name in Online Permission	Field Name in Client-Level Permission
Allow access for client to review timesheets	Available in Timesheet Settings: Review Timesheets Access: Allow access for the client to review submitted timesheets for its approval or dispute.
Enable system-generated digital timesheets for location	Available in Timesheet Settings: Digital Timesheet: Turn off the manual timesheet upload feature & create a system-generated timesheet document.
Allow the client to search for preferred personnel	Available in Bookings Settings: Preferred Personnel: Set the Preferred Personnel count to show in new and edit booking.
Show location documents to members	Available in Other Settings: Show Client location documents to members
Required Delivery location for member to submit Timesheet	Available in Timesheet Settings: Delivery Location Required: Delivery location is required for Member timesheet submission.
Allow members to access shift worth estimations	Available in Other Settings: Allow members to access shift worth estimations.
Release shifts for this location across the nation	Available in Other Settings: Release shifts for this location across the nation.
Show the 'Add to Calendar' Icon in member app	Available in Other Settings: Show the 'Add to Calendar' Icon in member app.
Show client compliance rules in client portal	Available in Independence Preferences: Compliance Rules: Show client compliance rules in client portal
Mandate the shift document upload in timesheet submission by the member.	Available in Timesheet Settings: Shift Document Upload Required: A document upload is required during timesheet submission.
Choose one or more Shift Task Group to allow members to submit their responses.	Available in Other Settings: Choose one or more Shift Task Groups to allow members to submit their responses.
Allow the client the ability to release a shift from the client portal - New Booking	Available in Bookings Settings: Release Shift: Allow the client the ability to release a shift.
Allow auto push notifications to be sent to members if client assigns a shift - New Booking	Available in Bookings Settings: Shift Notification alert to member: Send confirmation/changes of shift details to the member Send Push notification (Please Note: if the app is not installed then the member will not receive any notification.).
Allow auto SMS notifications to be sent to members if client assigns a shift - New Booking	Available in Bookings Settings: Shift Notification alert to member: Send confirmation/changes of shift details to the member Send Sms alert including shift details.
Turn on auto alerts via Email / SMS to internal staff for client portal - New Booking	Available in Bookings Settings: Shift Notification alert to Admin Staff: Send confirmation/changes of shift details to internal staff. Send Email notification.

2. Global Master Settings

In the Configure New Client Web App Settings, you can manage your global web app generic settings to pre-define the general configurations as per your preference.

You can manage and configure generic settings from Masters→ Client Master → Configure New Client Web App Settings. The generic master settings include:

Bookings
Client Permissions
Shift Check-In / Check-Out
Timesheets
Other
Configure Client Dashboard
Bookings Calendar Categories
Notifications

Important: Note that the client-level settings will override the defined settings in the global master settings.

3. Client Level Master Settings - Configure Client Interface

In Client Management, you can Configure Client Interface to apply the client-level settings.

You can set the Independent Preferences setting for Compliance Rules. The Independent Preferences setting is not accessible in the global master settings.

Important:- Note that when you apply client-level settings and the flags set to ‘YES’ will override the settings provided in the global master settings. The settings in Client Details → Online Permissions are now available in this Client Level Settings.

4. New Flags in New Client Portal

Please note the new flags available in the Client Portal application:

New Flags	Description (if the Flag is set to YES)
Show Shift Value: Allow Clients to see the total estimated shift value in Bookings.	In the Booking Master Settings, it allows the client to view the estimated shift value (shift worth) in the Booking page of the Client Portal.
Access of member information to clients via Member Card: Allow Clients to view member's profiles and employment information.	In the Booking Master Settings, the client can view the member card and all the employment information available on the Client Portal.
Order no: Set Order number as mandatory in new and edit booking.	In the Booking Master Settings, the Order Number field can be set to mandatory in the new and edit booking of the Bookings in the Client Portal.
Booking Notes: Set Booking notes as mandatory in New and Edit Bookings. Not supported in this version as a mandatory setting but will work as an optional setting.	In the Booking Master Settings, the Booking Notes field can be set to mandatory in the New and Edit Booking of the Bookings in the Client Portal.
Shift Qualification: Set a list of Qualifications to be visible to Clients in new and edit booking.	In the Booking Master Settings, the staff can set a list of Qualifications (active Qualifications) that are visible to the client in the New and Edit Booking of the Bookings in the Client Portal.
Preferred Personnel: Set the Preferred Personnel count to show in new and edit booking.	In the Bookings Settings, the selected count of Preferred Personnel names are displayed in the new and edit bookings. By default value provided is ‘0' that means all the Personnel names are displayed in the new and edit bookings. Note that the Preferred Personnel count ranges between 0 to 5.
Shift Start Reminder: Send shift reminder via push notification to the member before the shift start time.	In Shift Check-In / Check-Out settings, set the Shift Start Reminder time in minutes. Before the shift start time, a shift reminder via push notification will be sent to the member.
Set Shift Cancellation rules and alert: Define the time restrictions on Client to be able to edit or cancel booking.	In the Booking Master Settings, the staff can set the Shift Cancellation rules and alert the client. Time-based and other child settings will be applicable if true.
Supervisor Sign Required: Supervisor sign is required during submission.	'YES’ flag indicates that the supervisor’s signature is mandatory for members during timesheet submission.

5. Attention for Notifications

When the new Client Portal application is installed successfully, set your Email/SMS/Push Notification templates for the staff, client, and members.

You can set the global notifications templates in the Notifications tab for the member, staff, and client by selecting the required Email Templates, Push Templates, and SMS Templates.

The Notifications can be set in the Booking Settings at the generic level and client-level master settings.

Field Name	Description
Shift Notification alert to member: Send confirmation/changes of shift details to member.	‘Yes’ indicates that the system allows you to send the shift confirmation details to the member for their acknowledgment. Note that the predefined Email Alert/ Push Notification/ SMS Alert templates can be selected in the Notifications section of Masters.
Send an Email Alert including shift details.	‘Yes’ indicates that the system will send Email Alert including shift details to the members. The Email Alert to members is shared with the default Email Alert template having the User Type as 'Members’ as shown in the figure below.
Send Push notification (Please Note: if the app is not installed then the member will not receive any notification.).	‘Yes’ indicates that the auto-push is ON and the system will send the push notification including shift details to members. The Push Notification to members is shared with the default template with the Module selected as 'Allocations’ as shown in the figure below. You can create the customised message template using the dynamic fields listed in the Add/ Edit SMS Messaging Template.
Send Sms alert including shift details.	‘Yes’ indicates that the auto-SMS is ON and the system will send the SMS alert including shift details to members. The SMS alert to members is shared with the default template with the Module selected as 'Allocations’ as shown in the figure below. You can create the customised SMS Alert template using the dynamic fields listed in the Add/ Edit SMS Messaging Template.
Shift Notification alert to Admin Staff: Send confirmation/changes of shift details to internal staff.	‘Yes’ indicates that the system will allow to send the booking confirmation details to the internal staff via email.
Send Email notification.	‘Yes’ indicates that the system will send an Email notification including shift details to the internal staff with the pre-defined email template for the staff defined in the Notification of the Masters. The Email notification to Admin Staff is shared with the default Email Template having the User Type as ‘Staff’ as shown in the figure below.
Send Sms alert
Set Shift Cancellation rules and alert: Define the time restrictions on Client to be able to edit or cancel booking.	‘Yes’ indicates that the staff can set the Shift Cancellation rules and alert the client. Time-based and other child settings will be applicable if true. Note that the predefined shift cancellation Email and SMS Alert templates can be selected for the staff and members in the Notifications section of Masters as shown in the figure below.
Restrict client to cancel shift if the shift start time remaining is “hours” hrs.	The staff can restrict the client to cancel the shift in case the shift start time remaining is equal to the time provided in hours. Note that the maximum hours limit should not exceed more than 24 hours.
Send Shift cancellation alert to internal staff.	‘Yes’ indicates that the system will send shift cancellation details to the internal staff.
Send Email notification.	‘Yes’ indicates that an email notification will be sent to the internal staff with the shift cancellation details. To create the customised Shift Cancellation Email template for Staff, create the template having the User Type as 'Staff’ as shown in the figure below.
Send Shift cancellation alert to Member.	‘Yes’ indicates that the system will send shift cancellation details to the member.
Send Email notification.	‘Yes’ indicates that an email notification will be sent to the member with the shift cancellation details. To create the customised Shift Cancellation Email template for Member, create the template having the User Type as 'Member’ as shown in the figure below.
Send SMS alert.	‘Yes’ indicates that an SMS alert will be sent to the member with the shift cancellation details. Note that the SMS alert to members is shared with the default template set with the Module selected as 'Allocations’.

To login to the Client Portal application:

In the web browser, provide the https://qacclients.entirehr.com.au URL and your Client Portal login page opens with the Access Code, click Next

Provide the Username and Password.

Click Login, and the user will login to the Client Portal application successfully

7. Switch to New Client Portal from Old Client Portal

In case you are using the old Client Portal application and the new Client Portal flag is ON, you can view the link to open the new Client Portal application.

To open the Client Portal application, you need to Click here to Open link as shown in the figure below.

You can customise the message “Experience the latest technology of our new client portal having the calendar bookings view” as per your requirement from Main Masters → Portal Messages as highlighted in the figure below.

8. Update on Client Portal Mobile App

We are not releasing Client Portal Mobile App in this release and our current mobile app will work as usual.

9. Flags not Supported in this Release

Please note the flags that are not supported in this release and the listed below flags will be live soon.

Flags not Supported	Description
Shift Start Reminder: Send shift reminder via push notification to the member before the shift start time (in Member App).	Set the Shift Start Reminder time in minutes. Before the shift start time, a shift reminder via push notification will be sent to the member.
Supervisor Sign Required: Supervisor sign is required during submission (in Member App).	'YES’ flag indicates that the supervisor’s signature is mandatory for members during timesheet submission.
Booking Notes: Set Booking notes as mandatory in New and Edit Bookings (in Client App).	In the Booking Master Settings, the Booking Notes field can be set to mandatory in the New and Edit Booking of the Bookings in the Client Portal.

New Client Portal Transition Guide