Turn client demand
into confirmed staff.
Keruja is workforce management software for staffing agencies. Build a ready roster, receive client bookings, staff the shifts, track worked time, give clients controlled visibility and carry approved hours into reporting and payroll preparation.
One workforce record from recruitment and readiness through bookings, worked time and payroll preparation.
When the booking changes,
your whole operation has to respond.
A client adds two more shifts on Thursday afternoon. Your booker needs to know who is available, who meets that client's requirements, who has already declined and who can realistically get there. Each part of that exists somewhere. Somebody still has to hold all of it together while the client waits.A client adds two more shifts on Thursday afternoon. Your booker now needs to know who is available, who meets that client's requirements, who has already declined and who can realistically get there. That information usually exists: a rota sheet, an availability form, a document folder, a message thread with the client. Each part works. Somebody still has to hold all of it together while the client waits for an answer.
- 01The client job changes after it was agreed
- 02Three positions are still open on Thursday
- 03A client-specific requirement rules out one worker
- 04Someone declines and the shortlist has to be rebuilt
- 05The client wants to see the hours worked at their site
In Keruja the booking, the people and the record are the same operation.
Your roster is always moving. Your client bookings are too.
Your recruitment team builds and prepares the people who can work. Client bookings create the demand. Your staffing team connects the two, your workers complete the shifts, the worked time is approved by whoever is authorised to approve it, and finance gets the approved information afterwards.
- Recruit
- Prepare
Applications, training, the documents you require and the agreement you issue build a pool of people who are ready to be offered work. This runs continuously, not once per booking.
- Book
- Staff
- Work
- Approve
- Report
A client booking arrives, your team staffs it from the people who are ready, the shifts are worked, the worked time is approved and finance receives the approved figures.
The two sides move at different speeds. Keruja keeps them connected, so staffing a booking uses the roster you have already built, and changes that affect staffing are visible where your team is filling the booking.
Build a roster that is ready to work.
Applications arrive from your own website and move through your recruitment pipeline. Training, the documents you require and the agreement you issue stay attached to the same person, so your staffing team can see who is ready before anyone is offered a shift.
Requirements can be set for your organisation and for individual clients. A worker can meet everything your agency asks for and still be blocked from one client's booking while that client's own requirement is missing or not yet approved.
When you approve an applicant, you invite them into your staff records, where their contract and required documents are issued and collected.Your recruiter moves candidates through the pipeline. When you approve an applicant, you invite them into your staff records, and their contract and the documents you require are issued and collected against that record.
The booking can start with the client.
Clients can send a new job request from their own portal, with the roles, times and headcount they need. It reaches your team as a draft. Your agency decides whether to approve the request, staff it and publish the job.
- Front of House, 18 people, 07:00 to 15:00
- Bar, 12 people, 16:00 to 00:00
- Kitchen Porters, 8 people, 06:00 to 14:00
The request, the change and your decision stay attached to the same booking, so your team is not reconstructing the thread from email.
A client request arrives as a draft for your team. Publishing the job and assigning workers stay with your admins. Once people are booked, changes to dates or times, location, or staffing requirements go through the change-request workflow; minor booking details can still be edited directly.
Staff the booking from the people who are actually ready.
The booking becomes a job, and the job holds its shifts. Availability, readiness for that client and the ranked shortlist sit beside the open position, so your staffing team answers the client from one screen instead of asking around.
Keruja ranks suitable workers using multi-factor matching. Keruja never places a worker on a shift by itself: a placement happens when your booker assigns, or when a worker accepts an offer your team sent.
When something changes, keep working from the same booking.
Declines, unavailability and drop-outs leave the position open on the same board, with the best-matched person suggested beside it and the full ranked shortlist one click away. Your staffing team responds inside the booking instead of rebuilding it across an afternoon of messages.
The shift returns to Unassigned and the decline is recorded against the offer, so it stays in the job's Declined tab.
The ranked list accounts for approved leave, shifts they have already accepted and their synced calendar, so your booker can see when another commitment affects the match.
The assignment is blocked according to the requirements you configured for that client, and the reason is shown to the person making the assignment.
Keruja ranks suitable workers. The replacement is an explicit action by one of your team, recorded in the audit trail with their name.
Give the client the right visibility, and nothing more.
Clients get their own portal for the jobs you supply: the shifts worked at their site, the approvals awaiting them, and a statement of those hours they can download. Your commercial information stays with you.
- Staff pay rates
- Gross pay and payroll figures
- Your margins
- Restricted internal notes and financial information
Approve what was actually worked.
Workers check in when they arrive and check out when they finish, or your team records it for them. After service the worked time is reviewed and approved by one authorised person: your own team, or the client's approver where you have given that client the role.
Point-in-time check-in and check-out evidence, with location recorded at those two moments only. No continuous tracking. Worked time is approved through your organisation's configured approval process.
Give finance approved numbers, not another spreadsheet.
Approved worked time and the rate frozen on each shift at approval become a controlled payroll run for the period: Draft, Locked, Exported. Your finance or owner account generates it, reviews it, locks the figures and exports the file.
Locking the run fixes the figures. Exporting produces a CSV for your payroll process.
Keruja prepares payroll data and exports it; statutory payroll and payments stay with your payroll provider.
Pay for active staff, not your whole roster.
Agency rosters are usually larger than the number of workers booked in a given month. Full detail sits on the Pricing page.
Built for sensitive workforce data.
Role-based access, portal separation between your team, your workers and your clients, and an audit trail across the record.
Small team. Serious operation.
If your agency has fewer than 50 staff on its books in total, ask about Keruja's Small Business package, a more affordable way to run recruitment, staffing and payroll preparation as you grow.
See how your next client job would run in Keruja.
A personalised walkthrough focused on how your team recruits workers, fills client jobs and reviews worked time.