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Rubies Recruitment Ltd · Staffing platform

Staffing, shifts and timesheets in one portal

Care homes, hospitals, hotels, schools, warehouses and other employers, recruitment agencies and temporary workers use the Rubies Recruitment portal to manage shift requests, timesheets, payroll, invoices and compliance.

Sign inCreate an employer accountRegister an agency

One portal for everyone involved in a shift

Employers, agencies and workers each get the tools they need, working from the same shift, timesheet and compliance records.

For employers

Request staff and keep every shift covered

  • Post shift requests with the role, site, dates and number of workers you need
  • Manage several sites and locations from one company account
  • Check which workers are eligible for each of your shifts
  • Approve or query timesheets in the portal
  • View invoices and download them as PDF or CSV
Create an employer account

New employer accounts are reviewed before they are activated.

For recruitment agencies

Run clients, shifts and timesheets without the spreadsheets

  • Keep client and site records together
  • Post shifts for your clients and confirm workers
  • Review timesheets before payroll
  • Track the invoices Rubies sends you, with payment terms and payment status
Register your agency

New agency accounts are reviewed before they are activated.

For workers

Your availability, shifts and payslips in one place

  • Mark the days you can work on an availability calendar
  • Browse the job board and apply for shifts that match your roles
  • Submit timesheets and track their approval
  • View your payslips and download each one as a PDF
  • Keep right-to-work and compliance documents up to date
Sign in to your account

Worker accounts are set up by the Rubies Recruitment team.

How the portal works

  1. 1

    Create your account

    Employers and agencies register online and are reviewed by the Rubies Recruitment team before their accounts are activated. Workers receive an email invitation from Rubies Recruitment to set their password.

  2. 2

    Request or accept shifts

    Employers and agencies post the shifts they need covered, workers apply for them or accept offers, and everyone sees the same shift details, sites and dates.

  3. 3

    Approve timesheets

    Hours are approved in the portal, or by an agency's client through a secure link sent by email, and can be queried if something looks wrong, so payroll and invoicing start from agreed figures.

  4. 4

    Pay and invoice

    Approved hours flow into payroll, payslips and invoices billed to employers and agencies, with margin reports for administrators.

Frequently asked questions

What is the Rubies Recruitment portal?
It is the online workforce platform run by Rubies Recruitment Ltd, a UK recruitment agency supplying care, nursing, hospitality, cleaning, security and industrial staff. Employers request staff and approve timesheets, recruitment agencies manage clients and shifts, and workers manage their availability, shifts, timesheets and payslips. The company's main website is at www.rubiesagency.org.
Who can create an account?
Care homes, hospitals, hotels, schools, warehouses and other employers can register at /employer-signup, and recruitment agencies at /agency-signup. New employer and agency accounts are reviewed by the Rubies Recruitment team before they are activated. Worker accounts are set up by the Rubies Recruitment team, who email each worker a link to set their password.
How do I sign in or reset my password?
Go to /login and enter the email address and password for your account. If you have forgotten your password, use the Forgot password link to receive a reset link by email.
How are timesheets approved?
Employers approve or query timesheets in the portal. Clients of recruitment agencies who do not use the portal receive a secure link by email: they confirm their name and email address, enter a PIN when one has been provided, and approve or query the recorded hours. Approved timesheets then flow into payroll and invoicing.
Do I need to install anything?
No. The portal runs in any modern web browser on a computer, tablet or phone, and can be added to your home screen like an app.
Is this the main Rubies Recruitment website?
No. This is the sign-in portal for clients, agencies and workers. For services, vacancies and contact details, visit www.rubiesagency.org.

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