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iShapps · HR and recruitment

Onboarding a worker

Every stage of a worker's account, from qualifying an applicant to their first shift, who acts at each one, and where iShapps acts on its own.

  • HR / admin presses a button
  • iShapps does it automatically
  • Worker in the mobile app
  1. Recruitment
    Step 0 · HR
    QualifyCreates worker
  2. Onboarding
    Step 1 · Worker in the app
    All docs uploaded
  3. Ready to approve
    Step 2 · HR reviews
    ApproveDoc check
  4. Active
    Step 3 · Can take shifts
    ↓ Deactivate↑ Reactivate
    Deactivated
    HR · no shifts
    Doc issue↑ Doc approved
  5. On hold
    Step 4 · Fully automatic
    Archive
  6. Archived
    Step 5 · Can't sign in
  7. Reactivate · same document check as ApproveArchived → back to Active
Automatic document checks
Every day at 9am, and whenever a document changes. Workers get a renewal reminder 14 days before a document expires.
Inside Active: each profession checked on its own
A missing APHRA registration pauses Nursing shifts, not AIN shifts. The account itself stays Active.
0

Recruitment

HR · Recruitment

  • Candidate applies on your careers page; HR shortlists.
  • HR presses Qualify. The worker is created as Onboarding and emailed their app login.
  • HR can also add a worker directly. They start in Onboarding too.
1

Onboarding

Worker · mobile app

  • The worker signs in. The app keeps them in onboarding until they're done.
  • Personal details, then every required document: general ones (police check, ID) plus their profession's (e.g. APHRA for nurses).
  • Policies sent to them under Agreements are read and signed in the app too.
  • If HR adds a profession now, its documents join their steps.
2

Ready to approve

HR · worker's profile

  • Reached once everything is uploaded and nothing is missing or rejected.
  • The app says "Almost there, we're reviewing your profile."
  • HR approves or rejects each certification. Required agreements must be signed.
  • HR presses Approve. Refused unless every required document is approved and in date and every required agreement is signed; what's outstanding is listed.
3

Active

Worker can take shifts

  • The app shows a "You're approved" screen.
  • Can be broadcast to, accept and be assigned shifts in each profession whose documents are all in order.
  • New requirements show under Documents → Missing. They aren't locked out of the app.
  • A missing profession document pauses only that profession.
4

On hold

Fully automatic

  • A general document expires, is rejected, goes missing or becomes newly required.
  • No shifts in any profession. The app says "Your account is on hold" and opens Missing documents.
  • The worker uploads the renewal; HR approves it on their Certifications tab.
  • Back to Active by itself. No button needed.
5

Archived & Deactivated

HR

  • Archive workers you no longer work with. They can't sign in.
  • Deactivate an Active or On hold worker: no shifts until HR reactivates them. They can still sign in.
  • Reactivate either one later. The same document check as Approve runs first.
Worker

Completes onboarding in the app · uploads and renews documents

HR / admin

Qualify · approve or reject documents · Approve the worker · Deactivate · Archive · Reactivate

iShapps, automatically

Creates the worker at Qualify · moves them to Ready to approve · Active ⇄ On hold · pauses and resumes individual professions · sends reminders · checks daily at 9am

How to

Add a worker yourself

WorkforceWorkersAdd worker

  1. 1Enter their first name, last name and email, and choose their profession (and level if you know it).
  2. 2Save. iShapps creates the worker as Onboarding and emails them their app login.
  3. 3They download the iShapps app, sign in and complete their details and documents.

Approve a worker

WorkforceWorkersReady to approve

  1. 1Open the worker and check each document on the Documents tab. Approve or reject each one; a rejection tells the worker what to fix.
  2. 2Check their Contracts & policies tab: required policies must be signed.
  3. 3Press Approve at the top of their profile. If anything is still outstanding, iShapps lists it instead of approving.

Chase missing certifications

WorkforceWorkersworker⋮ Tools

  1. 1Choose Remind about missing certifications. The worker gets a push notification, an inbox message and an email listing what's missing, rejected, expired or expiring.
  2. 2Fixed something yourself? Choose Re-check compliance now instead of waiting for the 9am check.

Text a worker

WorkforceWorkersworker⋮ ToolsSend SMS

  1. 1Write the message. The counter shows how many parts it takes: each part is billed, and up to 3 are allowed. Emoji and special characters make parts shorter.
  2. 2Their recent texts and whether each was delivered are listed below the message.
  3. 3A worker who replies STOP gets no more texts from you. Choose Allow again only if they ask you to.
  4. 4Texts need the SMS module and an Australian mobile number on their profile. Verification codes are always free.

Deactivate, archive or reactivate

WorkforceWorkersworker⋮ ToolsStatus

  1. 1Deactivate takes an Active or On hold worker off shifts until you reactivate them. Nothing reactivates them automatically.
  2. 2Archive is for workers who have left. They can no longer sign in.
  3. 3Reactivate (top of the profile) brings either back to Active, once every required document is approved and in date.

If something goes wrong

Approve is refused

Every required document, general and for each of the worker's professions, must be approved and in date. The message lists what's outstanding; approve those on the Certifications tab or ask the worker to upload them.

A worker went On hold by themselves

One of their general documents expired, was rejected or is missing (or a new one became required). They come back to Active automatically once it's uploaded and approved.

A worker is Active but can't see shifts for one profession

That profession is paused by one of its own documents (e.g. APHRA registration for nursing). Check the Professions tab on their profile; the account stays Active for their other professions.

The worker never got their login email

Open their profile, ⋮ Tools → Send new login details. It emails a new password; their old one stops working.

Related guides

Certifications and compliance

Set which certifications workers need, review what they upload, and let iShapps pause and resume workers as certifications expire and are renewed.

Agreements: policies and contracts

Policies everyone signs, and contracts personal to one worker: read and signed in the app, counter-signed automatically, kept with a signing certificate.

Creating a shift

Book a shift, choose who hears about it, and follow it from accepted to approved, including what iShapps does on its own along the way.

Last checked against iShapps on 2026-11-07.