Introduction
Temporary workforce management often involves a back-and-forth between HR, Production, Logistics teams, and sometimes the temporary staffing agency. Between scheduling, certifications, assignments, and information tracking, it's essential to have a clear and collaborative tool.
Mercateam enables you to manage your temporary workers simply and efficiently through a set of features tailored to your organization.
1. Monitor and manage skills & certifications
To track temporary workers, we recommend creating a dedicated team: HR Temporary Staff.
Centralize all temporary workers in a specific team to simplify administrative follow-up (contracts, certifications, training, etc.).
🧩 This allows you to:
Maintain an overall view of all active temporary workers
Manage mandatory certifications more easily
Avoid duplicates or omissions during exports or analyses
Exception: If a temporary worker remains in the same team for several consecutive weeks, they can be directly assigned to their working team. This will make daily planning easier and strengthen the connection with the team leader.
👉 Tip: Use the "Function" or "Category" field in the employee profiles to identify the temp agency and simplify tracking.
How can I find my temporary workers if they are spread across multiple teams?
🔍 Search for an Employee
You have the option to directly search for the employee profile you're interested in, using either a "simple" search or an "advanced" search that combines multiple criteria.
📊 Certification Tracking
Use the dashboard or the Monitoring module to quickly identify employees whose certifications are not up to date!
2. Managing Temporary Worker Requests via the Schedule
This section is intended for team leaders, in order to recommend best practices regarding the management of temporary staffing requests during your planning.
A - Request a temporary worker from the pool (among existing temporary workers)
For a temporary worker already present in the teams, team leaders can make a request directly from the schedule:
Choose the relevant shift
Press the Mercato button
Select the temporary worker
Optional : add a tag to indicate the reason (link of the article about tag)
B - Request a new temporary worker
Same procedure, but:
Use a fictitious employee record
Add a tag
C - Inform that the schedule is done
We recommend that team leaders add a note once their schedule is complete:
A note titled "The schedule is ready" + "Replacement(s) to be made: X needs to be replaced, etc..." if permanent staff are absent and are supposed to be replaced by temporary workers who have not yet been created.
Add the Interim HR team.
D - Record temporary staffing requests
Once the schedule is completed by the team leaders, you can easily navigate through the different views to record the temporary staffing requests.
Case 1: Fictitious temporary workers
Search for the fictitious employee
"Employee" view in the Interim HR team
The alert indicators allow you to understand which skills/qualifications are required for this role => helps target the right temporary worker for the requested position.
Case 2: Existing temporary workers
Display of the Global Temporary Staffing Schedule: an overview of all the temporary workers assigned.
E - Track temporary worker assignments
To analyze the assignments of your teams, you have the option to export your past and future assignments from Mercateam (from your schedule view to export the week, or from the "Export" menu behind your logo at the top left to export multiple weeks at once).
Once the export is completed, here are some recommendations:
Columns to use for a Pivot Table (TCD):
Week, CE, Temporary Worker, Department, Justification, Qualification, Contract Reason, Schedule, Cost Center
Recommended filters:
Primary Team = Interim HR
Status = active