If your agency supplies people to a client that uses Worksuite, you manage them from your agency account. You add each person once, your client assigns them to work, and you submit their invoices so everyone gets paid on time.

Your client's workspace may use different names. Workers may show as Talent, Creators or Contractors, and your agency may show as a Staffing supplier. The steps are the same.

TABLE OF CONTENTS

Before you start

Your Worksuite profile must be set up as an agency. Agency profiles have a Workers section in the side menu with an All Workers page.

If you don't see it, your profile is set up as an individual or a business. This often happens when you register through a standard invite link. Ask your client to change your profile to an agency (staffing supplier) and assign the right onboarding workflow. You can't change your profile type yourself.

Add your workers

To add a person to your agency:

  1. In the side menu, go to Workers → All Workers.
  2. Search the list for the person's name and email. If they're already there, don't add them again.
  3. Click Add worker at the top of the page.
  4. In Name / Company, enter the person's own full legal name, first and last.
  5. In Email, enter an email address used only for this person's profile.
  6. Choose how they'll be paid (see the next section).
  7. (Optional) To add more people, click Add another and repeat steps 4 to 6.
  8. Click the Add to button at the bottom of the form. Its full label depends on your client's workspace, for example Add to Index.

The person appears in All Workers and is linked to your agency right away. Your client can assign them to work without an invitation.

Important: Always enter the worker's own legal name, never your own or your agency contact's. The name goes on agreements, tax forms and insurance documents. Documents already signed keep the name they were signed with.

To correct a name or email, open the menu next to the worker in All Workers and click Edit details. Change the Name or Email and save. You'll see "[name] has been updated." Once the worker has activated their own account, only they can change their login email, from their account settings.

If you see a message that the email is already registered, that address belongs to another Worksuite profile. Each email address can belong to one profile only. Use a different address for the person, such as a separate address your agency controls for them (for example yourname+workername@youragency.com). Or ask Worksuite Support to free up the address on the old profile.

Each person can belong to one agency only. If a person needs to move from another agency to yours, ask your client.

Choose how your workers get paid

The party that gets paid and the party whose tax details are on file must be the same. You have two options:

OptionWhose bank detailsWhose tax details
Paid via your agencyYour agency'sYour agency's
Paid directlyThe worker's ownThe worker's own

If your client allows direct payment, you'll see a Worker is paid directly checkbox when you add someone:

  • Leave it unticked if your agency gets paid. The worker doesn't need their own bank details.
  • Tick it if the worker gets paid directly. They'll need their own tax details and payout method before their Contract can go live.

You can't change this setting yourself after you save. Ask your client or Worksuite Support to change it.

To add tax details or a payout method for a directly paid worker, either ask the worker to log in and add them in their own Settings, or, if your client has turned on acting as a worker:

  1. Go to All Workers.
  2. Open the menu next to the worker and click Act as Worker.
  3. Enter a Reason for act-as session and click Act as.
  4. Click the gear icon at the bottom of the page.
  5. Complete their tax information and payout method.

When you're done, open the menu under your name in the bottom left and click End act-as session.

Where Contracts and Tasks appear

When your client creates a Contract for one of your workers, the Contract is with your agency. The work itself is a Task assigned to the worker.

  • The agreement is sent to your agency's login email, not to the worker's email.
  • The worker's own login doesn't show Contracts held by your agency. This is expected.
  • Your client can draft a Contract before you've added the person, but they need the person added under your agency before they can send it.

Submit an invoice for a worker

Invoices go against the worker's active Task. Use one of these ways:

  • Open the worker's Task and add the invoice there.
  • Go to Invoices, create an invoice, and select the worker and their Task.
  • If your client has turned on acting as a worker, go to All Workers, click Act as Worker on the person, and create the invoice as them.

Your client doesn't process invoices sent by email.

If the Task list is empty when you create an invoice, check these:

  • You may be logged in to a different profile, such as a duplicate or the worker's own login. Log in with your agency's email.
  • The Task may not be live yet, or it may be cancelled. Ask your client which Task to use.

If you already have an act-as session open, the Act as window tells you. Click End session and continue to switch to the other worker. Only one act-as session can be open at a time.

Logging in to your agency account

Your agency logs in with the email address on your agency profile, and notifications go to that address. If several people at your agency need access, use a shared team inbox, or contact Worksuite Support to ask about a separate login for each person.

To change your login email, go to Settings → Account and click Change email address.

Login links and password reset emails go only to the email address registered on each profile. If a worker's profile uses the worker's own email, the link goes to them, not to you.

To log in with a password instead of a login link, go to Settings → Account and set a password.

If something doesn't look right

Ask your client to:

  • Change your profile type to an agency
  • Move a worker from another agency to yours
  • Fix which Task to invoice against
  • Change whether a worker is paid directly
  • Archive a duplicate worker profile

Contact Worksuite Support to:

  • Help if your client can't archive a duplicate worker profile
  • Ask about extra logins for your agency
  • Change something you can't change in Edit details or Settings → Account

Support/Resources

Still have questions about your agency account? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Include your registered email address and agency name.

For questions about your work, projects or rates, message your client from Messages in Worksuite.