Do you work with people from a temp agency or with subcontractors? Then you record in Beamcore who works through which agency, until when and at what hourly rate. They get a limited role, their access expires automatically after the end date, and the office sees their hours per agency to check the invoices. No add-on is needed for this, only a permission. It is included in every plan.
Where to find the page
Go to Capaciteit → Uitzendkrachten en onderaannemers (Capacity → Temporary workers and subcontractors). You need the permission to manage temporary workers and subcontractors. By default the role admin has it, as does the owner. At the top are the tiles Nu ingezet (Currently deployed), Via een uitzendbureau (Through an agency), Onderaannemers (Subcontractors) and Stopt binnen 14 dagen (Ends within 14 days).
Recording the agency and the worker
- Click Bureau toevoegen (Add agency). Choose the Soort (Type): Uitzendbureau (Temp agency) or Onderaannemer (Subcontractor). Fill in the Naam (Name) and optionally Contactpersoon (Contact person), E-mailadres (Email address), Telefoon (Phone) and Notitie (Note).
- Click Medewerker markeren (Mark employee). If the person is not in the list yet, invite them as a user first.
- Choose the Medewerker (Employee) and the Uitzendbureau of onderaannemer (Temp agency or subcontractor). The type of the agency determines whether this is a temporary worker or a subcontractor.
- Fill in Ingezet vanaf (Deployed from) and Ingezet tot en met (Deployed up to and including). Without an end date the deployment continues.
- Fill in the Uurtarief (Hourly rate) the agency charges, excluding VAT.
- Switch on Beperkte rol "flexwerker" geven (Give limited role "flexwerker") if you want to replace this employee's roles in your company with the limited role.
- Click Opslaan (Save).
The flexwerker role may see its own tasks, log hours, use the factory view and fill in an LMRA. The project list, customer data, finances and staff management are not included.
Access expires automatically
Every night Beamcore removes all roles in your company from anyone whose end date has passed. If the person does not work anywhere else in Beamcore, they also lose access to the portal and the app. If you fill in an end date in the past, access is closed immediately. A new period gives the access back.
In the list Ingezette medewerkers (Deployed workers) you see the status per person: Begint nog (Not started yet), Ingezet (Deployed), Afgelopen (Ended) or Geen toegang meer (No access anymore). With Eigen personeel (Own staff) you remove the marking. Roles and logged hours then stay as they are.
Checking hours per agency
Under Uren per bureau (Hours per agency) you choose Week or Maand (Month) and browse with Vorige (Previous) and Volgende (Next). With the filter Bureau (Agency) you look at one agency. The hours come from time tracking, which is part of the Urenregistratie (Time tracking) add-on (€29 per month).
- The amount is hours x hourly rate, excluding VAT.
- Only hours within the deployment period count towards the amount. Hours outside it are shown separately under Buiten inzet (Outside deployment).
- A deployment has one hourly rate. If you change the rate, the new rate also applies to earlier hours in the overview.
With Exporteren naar Excel (CSV) (Export to Excel (CSV)) you download the overview and compare it with the agency's invoice.