This guide provides step-by-step instructions on navigating and utilizing Vincere’s Temp Placement workflow for the ANZ region.
You’ll learn how to configure job templates, create shift templates, manage placements, and integrate with TimeTemp and FastTrack360.
Click on the links ⬇️ to navigate to the section you're interested in:
TimeTemp for Recruiter Admins.
12.1 Viewing Timesheets.
12.2 Viewing Leave Requests.
12.3 Viewing Jobs.
12.4 Viewing Contracts.
12.5 Viewing Companies.
12.6 Tracking Projects.
12.7 Viewing and Accessing Users.
Before You Start
Before setting up a Job Template, make sure you’ve already created:
✅ Rate Card Template.
✅ On-Cost Template.
These templates help standardize pay structures and ensure compliance.
⭕ Understanding Job Templates
Job Templates are predefined configurations used to streamline job setup for temporary placements. They ensure consistency across roles, clients, and pay settings.
🔑 Key Components of Job Templates
Component | Description |
Rate Card | Defines pay and charge rates for different roles or levels. |
On-Costs | Covers employment-related expenses such as taxes, superannuation, and benefits. |
PTO (Paid Time Off) | Defines rules and allowances for paid leave. |
Time Interpretation | Determines how timesheets are calculated. |
💡 You can set Job Templates as mandatory for all temporary jobs and placements.
How to Create a Job Template?
Go to Settings.
Click Pay and Bill Settings.
Click Job Templates.
Select Create New Template.
Configure details for Rate Card, On-Costs, PTO, and Time Interpretation as needed.
⭕ Rate Card – Brief Explanation
A Rate Card defines pay, charge rates, and margins for placements.
Benefits:
Standardizes pay and charge rates.
Automates profit margin calculations.
Applies role- or client-specific rates.
Syncs automatically with Timesheets and Invoicing.
⭕ Time Management Types – Brief Explanation
Time Management types determine how time data is handled and synced:
TimeTemp: Vincere’s integrated timesheet system.
FastTrack360: 3rd-party integration for compliance and payroll.
⭕ On-Cost Template – Brief Explanation
On-Cost Templates include employment-related costs such as:
Superannuation.
Workers’ compensation.
Payroll tax.
These ensure that total employment costs are calculated accurately.
⭕ Profit Calculator
The Profit Calculator combines Pay Rate, On-Costs, and Charge Rate to show the real margin and profit per placement.
⭕ Shift Templates – Overview
Shift Templates help define schedules and automate timesheet population for recurring or patterned shifts.
Why Use Shift Templates?
Each client may have different shift names or overtime rules.
Templates maintain consistency and accuracy in timesheet management.
How to Create a Shift Template?
Go to Settings.
Click Pay and Bill Settings.
Click Edit Settings.
Scroll down to Shift Template.
Click Create New Template.
Choose a Template Type:
One Day.
Weekly.
Annual.
Pattern (Most Common).
💡 The Pattern type is most commonly used.
For example, you can create a 7-day on / 7-day off pattern and repeat it as needed for recurring shifts.
Assigning Shift Names
Select shift names from your Configuration Table, such as:
Monday–Wednesday–Friday.
Night Shift / Day Shift.
Custom recurring schedules.
This ensures all pay rates, taxes, and rules are applied correctly for each client.
Using Shift Templates in Jobs
When creating a Temporary or Contract job, apply a shift template to automatically populate the work schedule on the timesheet.
This feature is especially useful for recurring jobs such as:
Nursing shifts.
Teaching roles.
Manufacturing or warehouse work.
⭕ How to Add a Temporary Job
Steps:
Go to Quick Add and click Add Job.
Select Temporary as the Job Type.
A pop-up will appear suggesting a Default On-Cost.
Another pop-up will appear prompting you to Select and Add a Shift Template.
Fill in all required job details.
Under Pay and Bill, select the correct Job Template for that job and company.
Once the job is created, you’ll be redirected to the Shift Scheduler, where the new job will appear.
⭕ Setting Auto-Booking for New Shifts
Auto-booking helps streamline how candidates are assigned to new shifts.
To Enable Auto-Booking:
Go to Settings.
Click Shift Scheduler Settings.
Click Edit Candidate Booking Settings.
Set a Default Booking Mode for new shifts.
Click Save.
💡 This gives admins greater control and consistency in the booking process.
⭕ Assigning a Worker to a Shift
In the Shift Scheduler table, select a shift.
Choose Edit Shift or Assign Worker.
When selecting a candidate, you can:
Click Book Candidate to complete placement details directly within the scheduler.
Add Pay & Bill details if using Vincere Pay & Bill.
Once the candidate is booked, the Placement is automatically sent to TimeTemp.
⭕ Syncing Placements with TimeTemp
Once a placement is made, TimeTemp automatically sends email invitations to three types of users:
Recipient | Access Level |
Candidate (Employee) | Granted access as Employee. |
Manager (Approver) | Granted access as Manager. |
Recruiter/Consultant | Receives confirmation email. |
Each recipient can click the email link to activate their account and begin using TimeTemp.
For a walkthrough, refer to “Understanding TimeTemp Account Activation Process.”
Approvers in TimeTemp
When a placement is created, the designated approver (contact) receives login credentials for TimeTemp.
Once logged in, they’ll see a dasboard displaying:
All assigned candidates.
Shift details.
Related timesheets.
⭕ TimeTemp for Recruiter Admins
Recruiter Admins have read-only access to candidate timesheets, leave requests, jobs, and contracts.
Viewing Timesheets
You can view all candidate timesheets across your agency, categorized as:
Status | Description |
Submitted | Awaiting manager approval. |
Unsubmitted | Overdue or pending submission. |
Approved | Submitted and approved. |
Rejected | Submitted but rejected by a manager. |
📝 Note: Recruiter Admins cannot approve or reject timesheets.
To View Timesheets:
Click the Timesheets tab from the TimeTemp homepage.
Select the desired timesheet to view its details.
Viewing Leave Requests
Click the Leave Requests tab in the left-hand menu.
Review reason for leave and approval status.
Click the arrow on the right-hand side to expand details.
Viewing Jobs
Click the Jobs icon on the left-hand side.
View all job listings.
Click a job to see more details.
Viewing Contracts
Click the Contracts icon on the left-hand side.
View all contracts.
Click a contract to open its full details.
Viewing Companies
Click the Companies icon on the left-hand side.
View company details and linked employees/timesheets.
Click a company name to see the list of placed candidates.
Tracking Projects
Recruiter Admins can create and monitor projects within Pay & Bill.
To create and track a project:
Click the Projects tab on the left-hand side.
Click Add Project.
Enter project details.
Employees can then submit timesheets linked to the project.
So you can:
Monitor hours worked.
Receive email reports.
Export data as PDF.
Viewing and Accessing Users
As a recruiter admin, you can access user profiles for candidates, managers, authorisers, and recruiters. This allows you to perform actions on their behalf if agreed with your client.
Click the Management tab on the left-hand menu.
Click the Users Tab.
Select Recruiters, Employees, Managers, or Authorisers from the dropdown.
Click View as User to access the account.
⚠️ Only use this feature if approved by your client.
⭕ Management Configuration and Settings
Recruiter Admins can configure agency-level TimeTemp settings.
Feature | Description |
Custom Emails | Configure welcome and reminder emails. |
Naming Conventions | Customize labels for roles (recruiter/manager/employee). |
Email Log | View sent system emails. |
Audit Log | Review user actions and activities. |
Widget | Manage the website widget linking to Pay & Bill. |
Doorclock | Manage timeclock devices. |
Data Import | Import external timesheet data. |
How to access the configuration tools and settings
Log in as Recruiter Admin.
Click Management Settings on the left-side menu.
📂 For more details, please refer to Timesheet for recruiter admin.
⭕ Company Admins
Company Admins are managers with extended access within Pay & Bill.
They can view/access:
All employees.
Timesheets.
Jobs and contracts across their company.
To Grant Company Admin Permission:
Go to the Contact Profile in Vincere.
Click the Clock icon next to the contact’s name.
Select Company Admin.
⭕ Recruiter Admin vs. Recruiter
Role | Access Level |
Recruiter Admin | Can configure TimeTemp, import timesheets, and view all placements, jobs, and companies. |
Recruiter | Can view and manage only their own placements. |
⭕ Data Import
Recruiter Admins can import timesheets into TimeTemp.
To import timesheets:
Log into TimeTemp as a Recruiter Admin.
Click Management Settings and select the Data Import tab.
📂 For more details, refer to Vincere Timetemp: Timesheet import.
⭕ FastTrack360: Vincere to FastTrack360 Integration
Both FastTrack360 and Vincere are powerful platforms that streamline the recruitment process.
By integrating these two systems, you can manage the full recruitment lifecycle from initial contact to onboarding while providing a seamless candidate experience through synchronized data across both platforms.
Setting up the FastTrack360 and Vincere integration is quick and simple. Once enabled, you’ll have unified access to both applications from a single entry point.
This section covers ⬇️
Enabling the Integration
Setup
User Types
3.1 Agency Users
3.2 Connect UsersSetting Default Values
Integration Settings
Enabling the Integration
📌 Note: You must be a System Administrator to enable this integration.
Steps to Enable FastTrack360 inside Vincere:
Log in to Vincere as a System Administrator.
Go to Settings.
Click Marketplace to open the Vincere Marketplace.
Locate and click the FastTrack360 tile.
The Information tab will load — review the integration details.
Click the Contact button to be redirected to the FastTrack360 website for setup assistance and credentials.
Once credentials are obtained, you can proceed to the setup stage.
Setup
Once your credentials and setup information have been provided by FastTrack360, complete the configuration as follows:
Go to the Setup tab in the FastTrack360 Marketplace section.
Fill in all required fields as shown in the setup form.
Once the connection is successfully established, two additional tabs will appear:
Default Values.
Settings.
💡 These tabs allow you to manage your integration behavior and default record mappings.
Users
There are two types of users supported in the Vincere ↔ FastTrack360 integration:
1. Agency User
Holds licenses for both Vincere and FastTrack360.
Must be set up in both systems.
Requires User ID mapping between Vincere and FastTrack360.
2. Connect User
Holds a Vincere license only (no FastTrack360 license).
Created automatically in Vincere the first time they use the integration.
No manual mapping required.
Setting Default Values
FastTrack360 requires certain default values to be configured during setup.
These defaults are applied to key record types within the integration.
Required Default Fields:
Record Type | Description |
Candidate | Default values applied when creating a candidate record in FastTrack360. |
Company | Default FastTrack360 company configuration. |
Contact | Defines the standard contact settings for synced records. |
Placement | Maps Vincere placements to FastTrack360 Job Orders. |
Additional Configuration Guidelines
Office Code: Must match the Office Code defined in your FastTrack360 setup.
Skill Group and Position: Pulled directly from your FastTrack360 business configuration.
Candidate, Client, and Contact Status: Recommended to be set as ACTIVE.
Job Order (Placement Record): Recommended to be set as FILLED.
📌 These default values can be customized per record later, but a base configuration is mandatory for the integration to function correctly.
Integration Settings
Within the Settings tab, you can control how data is transferred between Vincere and FastTrack360.
Options:
Data Preview: When pushing data from Vincere to FastTrack360, enable this option to review a summary of the data being transferred before it’s submitted.
Bulk Push Behavior: When pushing multiple records at once, the preview will not be displayed - data is sent directly.
💡 Tip: Enable data preview when testing or performing single record pushes to confirm your mapping works as intended.
Once all done! You can now sync candidate, client, contact, and placement data across both platforms seamlessly - ensuring accurate payroll, compliance, and onboarding processes.
Happy Recruitment #TheVinnyWay🤩