Glossary of General Terms


Member is the external On-Hire Personnel.

Members may be either Full Time, Part Time or Casual Employees or Contracted Workers. Members are personnel who are Hired Out to Clients. Members are not the internal Staff employed within a Company to facilitate the functions of running the Company. Internal personnel who run the Company are called Staff.

Member Status

Member Status defines the whether a person can be Allocated Shifts and the reason.

  • Member Active - Means the person is currently Employed with the company and can be Allocated Shifts
  • Member In-Active - Means the person cannot be Allocated Shifts as they are currently not Employed with the Company, however the Company would be happy to Re-employ them at a future date.
  • Member Suspended-- Means the person is been Employed with the company but can NOT be Allocated Shifts due to an l lapsed Registration, Compliance or other unresolved issue.
  • Member Terminated - Means the person has been an Employee / Contractor with the Company and the Company does not wish to Re-employ them. as the Company believes the person does not align with their Employment Criteria
  • Member Never Employ - Means the person has never been an Employee / Contractor with the Company and the Company believes the person does not align with their Employment Criteria

Applicants are potential new staff going through the recruitment/screening/on-boarding processes.

Applicants can sit separately to members and cannot be allocated to any jobs. They can be moved faster or slower through the recruitment process and can be requested to complete the majority of their own data entry. 

Each Applicant has an application status that determines if they are successful or whether they can reapply at a later date. More about applications here: Casual Applicant Recruitment Overview


Client is the Individual or Organisation to whom the Service or Product is provided. How to create a new Client

Clients may be private individuals, registered business names or companies. A Client is the common name of the person or organisation to whom the Service or Product is provided. The details of the Client may be exactly the same as or different to that of the Entity. The Entity is the Legally recognised name of the individual or company to whom the Service or Product has been provided for the purpose of Taxation..

The reason for having a separate fields for Clients and Entities, is that often the Entities have names that are quite different the commonly used Clients name. In addition the case of a change of ownership the Client is simply unattached from the former Entity and then attached to the new Entity.


These are the key staff of the Client and usually those responsible for ordering and approving the staff you send and also in charge of paying the invoices you send as well. Professionals can have up to 5 levels of authorisation into the system with different levels of access. More about Professionals here : What is a Professional?


Locations are divided into three separate types, Administration, Service and Area (Delivery).

  • Administration Locations are ones that perform the Management, Accounting, Recruitment, Sales and Marketing functions of an Organisation.
  • Service Locations are ones that perform the Service or Product of a Organisation.
  • Area (Delivery) is a space or area connect with either a Admin or Service Location to which the Service or Product is delivered.

The reason for having separate Locations is to be effecient and flexibility within the system. For example the initial searches of the Allocations Module the system initially displays just Service Locations without the confusion of other Locations.


The Entity is the Legally recognised name of the individual or company to who is ultimately responsible for payment of the Service or Product plus any Taxation or Fees that are required to be paid.

Persons who are Entities may or may not be Registered with the Government. All businesses will be registered with the Government and have identifying numbers, such as an Australian Business Number ABN, which are actually a Mandatory field.

Every Service Location must have an Entity attached to it, to enable the Service to be invoiced.

Area Locations automatically received the Entity of the Service Location they are attach to. However the system provides the capability for Area Locations to have an Entity attached to them that is different from the Service Location they are attached to.

Entity Associates

Entity Associate means Individuals or Companies that have a Trading Association. For example it is quite common for a Public Company to the principal organisation and own numerous Private Companies. The Entity Associate option (Found in the Financial Module)provides you with the opportunity of linking some or all of the Companies, both Public and Private together. This option is valuable for when considering the financial position of an organisation.


Groups are a free field that allows you to link numerous Locations together. Group names are generally the common name that the overall organisation is referred to as. For example the Australian Defence Force is generally referred to as the "ADF"

The system does automatically place all Locations together in a Family Tree format that is ideal for both everyday business and reporting. The difference with the Group option (That is found on the Clients Profile) is that it is not confined to the Family Tree and allows you to connect any locations together.

If a Location is stand alone and not part of a Group, it can be valuable to nominate them a generic name such a INDEPENDENT so that all of your non-group clients can be wrapped together so as to monitor sales and raise reports.

Location Function

Location Function consistently core business activity undertaken at a Administration, Service or Area Location.


Candidates are people who have applied through the application forms specifically for permanent work and are hosted separately from Applicants/members in the onboarding process. Members can apply for Permanent jobs through their portals though.

Internal staff of the company/agency that may have different levels of authority from recruitment to allocations to payroll/billing. 

Someone who provides a reference for an application in the on-boarding process.