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Start Accepting Incoming Shifts Requests

This guide gets you started with incoming shifts requests in Skillo Suppliers. As a primary sponsor, you can share your primary sponsored candidates with their subsponsors and they can send you shifts requests. You review those requests, see how the requested shifts match against the candidate's schedule and decide whether to accept or decline them. Every request is validated against Network Rail fatigue rules (NR/L2/OHS/003), including the 14-hour door-to-door limit (see travel time).

By the end of this guide you will be able to find any incoming request, understand what it contains, and accept or decline it with confidence.

Required steps to allow subsponsors to send you shifts requests​

Get these two things in place first:

  • Share one or multiple candidates with their subsponsors (see share a candidate with a subsponsor).

  • You are an Organisational Admin with full priviledges or have the Operate on Shifts Requests priviledge. This privilege is what allows a user to accept, decline and cancel shifts requests (see roles and privileges).

How sharing a candidate with a subsponsor works​

Subsponsors can only send you a shifts request for a candidate you have explicitly shared with them. Sharing is done per candidate through that candidate's sponsorship details, and it is what puts a candidate in a subsponsor's Subsponsored candidates list so they can request them.

To share a candidate:

  1. Open the candidate's sponsorship details and set your relationship to Primary. You can only share candidates for which you are the primary sponsor — you cannot share a candidate that another organisation sponsors.
  2. Fill in the candidate's Sentinel number. This is mandatory before a candidate can be shared.
  3. Under the sponsorship options, choose the company (or companies) that may request the candidate. There are two slots — First subsponsor and Second subsponsor — so up to two companies can be given access to the same candidate at once. Type in the box to search for a company.
  4. Save with Update sponsorship details.

Once shared, the subsponsor sees the candidate in their Subsponsored candidates list and can create a shifts request, which arrives in your Received shifts requests (Incoming) list for review. If a company you want to share with is not in the list, invite them to join Skillo first, as the company must have a Skillo account.

Sharing is independent of any individual request: you can change, swap or remove subsponsors on the candidate at any time by editing the sponsorship details. In addition, when you decline a request you can tick also remove subsponsorship to withdraw that company's access to the candidate in the same step. Full details are in share a candidate with a subsponsor.

Review and accept a request​

  1. Open the Received shifts requests (Incoming) list. There are two ways to get there:

    a. click the Pending received shifts requests box on the dashboard

    b. head to the Subsponsored section in the left sidebar (the tab titled Received shifts requests (Incoming))

  2. Use the filters on the left to narrow the list. You can filter by status (PENDING, ACCEPTED, DECLINED, CANCELLED), subsponsor, candidate name, qualification, and by creation, shift or review dates. New requests arrive with the PENDING status.

  3. Click View on the request you want to review (or click the request number). This opens the received shifts request page.

  4. Review the request details:

    • Subsponsor and candidate information (including Sentinel number and candidate address)
    • Job description: client name, competency of work and work-site address
    • Hours and travel time
    • Accommodation address and proof of accommodation, if provided
    • the Timeline, showing who created the request and when

    Skillo automatically validates the request against Network Rail fatigue regulations. If the request is valid you will see a green "Shifts request is valid with network rail regulations" message above the Accept and Decline buttons. If it is not valid, the reason is shown instead and only Decline is available.

  5. To accept the request, click Accept and add an optional acceptance message for the subsponsor. Then confirm with the Accept button in the modal.

    Accepting a request:

    • adds the requested shifts to the candidate's schedule
    • marks those shifts as performed for the subsponsor
    • notifies the subsponsor that their request was accepted
    • recalculates the candidate's fatigue risk

  6. To reject the request instead, click Decline, enter the mandatory reason of decline, and, if required, tick also remove subsponsorship to remove the subsponsor's access to that candidate. Confirm with the Decline button in the modal. The subsponsor is notified with your reason.

Managing requests after you accept​

Once a request is ACCEPTED, you can still manage it:

  • Open the request from the Received shifts requests (Incoming) list to view it at any time.
  • If necessary, click Cancel request on the request page to cancel an accepted request. The subsponsor is notified and the candidate's fatigue risk is recalculated.
  • The request's status and full history stay visible in the list and on the request page, so you can always see whether a request is PENDING, ACCEPTED, DECLINED or CANCELLED.