A look inside the employee portal

Scheduled staff need to know a lot: exact times, location, check-in, clothing, what is being sold, who the contacts are — and plenty more.

In practice that information is often collected again and again, put into files, and forwarded by hand. That takes time, is error-prone, and every change means another round of work.

With Flooptimize, workers stay informed through the employee portal: they log in with their own account and see exactly the information that belongs to their shifts.

What is in the portal?

1. My shift

The shift page gives a worker a clear view of everything that belongs to that shift. So they no longer need to scroll group chats or dig through files.

Where relevant they also see who their colleagues are, with contact details.

You manage organisation and scheduling from the backoffice.

Event

From the shift page the worker can also open the event page. There they see event information that applies across the shifts on that job — such as the name, the exact location, who works elsewhere, and open shifts for that event.

This is the event or job everything hangs off in the backoffice — the base of the schedule.

2. Confirming hours after the shift

Afterwards the worker confirms worked hours on that same shift page. Shift times are already there. If the hours match, confirming is enough. Travel time, kilometres, and travel costs can come along if your shift template allows it.

Those hours land in the backoffice. Approval: approving hours with thresholds. Broader path to payout: processing hours.

3. Submitting availability

Availability is shown per month. Per day you mark yourself available with one tap. You can also set times: from, to, or from–to, or mark yourself unavailable on a given day.

Days with events are pre-filled. Extra days can be added. Flooptimize uses that availability when matching and scheduling. A deeper guide follows later (AVA01).

4. Open shifts

Open shifts are shifts not yet assigned to anyone. Workers see them in the portal and can show interest with a predefined WhatsApp message to planning. They cannot self-enrol; planners keep control.

Visibility will be configurable: whether open shifts show in the portal, and how far ahead. That setting is still on the roadmap; until then only open shifts in the next two weeks are visible.

5. My account

Under My account you simply see your own details. You can set a profile photo and change details such as address and date of birth. You also see your function, role, and contract / payment type.

What no longer needs to live in WhatsApp

WhatsApp stays useful for short questions and last-minute coordination. It is not a good place to keep briefing, schedule, or hours as the structural source of truth.

More: Use WhatsApp for what it is meant for.

What the portal is not

The employee portal is a web portal (browser on phone or laptop), not a separate app-store app as a product claim. It does not replace your HR or payroll admin — it is the worker side of the same operations chain: from event through to hours.

How does this fit the rest?

• Chain: from job to payout
• Hours & approval: processing hours, approving hours
• Payroll export: exports for payroll
• Here: what the worker sees and does
• Next: AVA01 (availability) and U01 (backoffice hours) follow later

Want to see how this fits your crew? Book a demo.