Development Release Updates

Timesheet Minute Increments

This enhancement provides the ability for workers and suppliers to submit time to the nearest minute, 5 minutes or 10 minutes rather than the standard 15 minutes. This will enable suppliers to submit accurate time.

Shift Management: Display Full Location On Shift Detail Page

This feature enables suppliers to view the full address of where a shift will take place, rather than just the first line of the address. This should mean suppliers have all the relevant information they need to pick the most suitable candidates to put forward, or accept against an allocated shift.

User Experience Navigation Improvement

We've added hyperlinks between related transactional items — orders, placements, and timesheets. For example, from a timesheet you can now click directly through to the associated placement and order, making navigation faster and easier.

This improvement benefits all users and reduces the need to manually search or filter through list pages.

Real Time Feedback - Survicate 

For pre-employment checks, we have transitioned from free-text lists of compliance checks to a more defined and robust set of documents. This change has streamlined the process for all stakeholders and simplified what was previously a complicated task in our legacy system. Suppliers will benefit from clear instructions to provide exactly the right evidence that their candidate is compliance.

 Conditional Pre-Employment Check Questions 

For pre-employment checks, we have transitioned from free-text lists of compliance checks to a more defined and robust set of documents. This change has streamlined the process for all stakeholders and simplified what was previously a complicated task in our legacy system. Suppliers will benefit from clear instructions to provide exactly the right evidence that their candidate is compliance.

 Matrix - A New Look 

At the start of 2025, Matrix underwent a refresh on its branding, with some unifying logos, some font changes and colour changes. These are now reflected in Workforce and will also be reflected across Matrix’s other applications.

Cost Code Can Now Be Amended At Timesheet Adjustment Stage 

When a timesheet is adjusted, previously only the hours and rate types could be amended. We have now enhanced this area, whereby the Cost Codes can now be amended if there is more than one cost code associated to the placement.

This will deliver greater flexibility and control, in managing the timesheets by incorporating this additional change, within the adjustment stage.

Supplier Account Suspended

In the event your account is suspended, we have now included additional signposting and the next steps you may need to action. These updates may include information that needs to be updated or may have expired within your organization profile.

The additional benefit is that we added a hyperlink that will take you to the area that requires your attention, and thus allowing you, to act upon the changes instantly.

Role Offered, First Day Instructions

When a job is offered, you will have received instructions, for you to pass on to your workers. Previously, this information would have been communicated to you within an email only.

We have now added the ability to retain and store the first day instructions, within the job placement details directly. This will benefit you, as you may have deleted the original email notification or misplaced it.

Ability To Add Additional Documents To A Placement

There are some occasions, where you may want to add additional documents once a placement is active. These would generally be items not associated with compliance. e.g. certificates for example.

You now have the ability, to add and edit these items within the worker documentation for placements section. This will provide greater flexibility and control in managing workers via Prism.

Guidance For Expenses Added, Visible On Timesheets

When timesheets are being edited and items such as expenses, are being added, additional labelling and guidance will now display, for example the unit value, associated to the mileage being added.

This will help towards more accurately entered details within the timesheets, and less risk, of making assumptions that maybe incorrect.

Timesheet Approver Prompted If Worker Has More Than One Timesheet Pending Approval

You spoke, we listened! Sometimes we aren’t always paying attention to the date that a timesheet has been submitted for. In some scenarios, customers are approving a timesheet for this week (perhaps submitted in advance) rather than for previous weeks, which can cause a worker to miss a payment if their supplier does not have a record of an approved timesheet.

If a worker has more than 1 timesheet pending approval with an approver, a message is highlighted to the approver. Clicking on this message takes the approver to the list of other timesheets pending approval, specifically for this worker.

Select A Pay Rate Type For Particular Hours

Workers now have the ability to change the pay rate that apply. This ensures that the correct payments are made and errors reduced upon input.

Pay Rate Change Notes

We want to ensure, when pay rate changes take place, that we capture and provide reasons why the change occurred. By adding notes to a pay rate change, this will help to provide further context, such as reasons for the adjustments. These will support customers in their audits and Matrix customer service if they ever need to explain a particular change that took place.

View Documents Uploaded To Orders With Comments

 This feature will help you to make better decisions, when submitting candidates. You will have a better understanding of the candidate specifications that are required to fulfill the order and a reduction of queries with the Matrix Customer Service Team.

Permanent Recruitment

Prism now has the ability to manage permanent hires as well as temporary.

Permanent now has its own job categories for suppliers to enroll to and its own job templates, rather than mixing and confusing with temporary recruitment.

When a permanent hire job template is selected as part of the new order journey, then the journey itself dynamically updates to reflect permanent recruitment rather than temporary. There is also the ability for the customer to enter the agreed salary after interview and at job offer rather than salary and rates being standardised and needing to be manually updated once the hire has been completed.

Suppliers can quickly enroll to additional permanent job categories and so can become part of the supply chain in a few clicks of a mouse.

The order journey and process is familiar to all but with greater emphasis on any fees being calculated from the offered salary to a worker.

Further Enhancements To “One-Off Payments”

We’ve enhanced one-off payments so that specific units per item can be set at placement level but are then editable at timesheet level. For example, if a placement has “Assessment” as a one-off cost, at placement level for an individual worker, they may be restricted in the number they can complete per week in comparison with other workers, so their maximum claim per week could be reduced.

At the point of timesheet, suppliers and workers can now enter the number of units completed, rather than having to add multiple rows.

This feature will help suppliers and workers complete complex timesheets, not just for traditional one-off costs such as Assessments or Sleep-ins, but also to claim overtime or other rate types.

Partnership Packages Updated

Matrix’s supplier engagement team recently rolled out some changes and benefit improvements to the Partnership packages. When an existing supplier agreement expires, suppliers will be able to choose from a selection of these new partnership packages, updated from the previously available list.

Suppliers will only need to select a new partnership when their supplier agreement expires. Any existing package will remain unaffected until this point in time. 

Ability For Suppliers To Reschedule Interviews

You may remember from previous notes the enhancements made to the interview scheduling process. We’ve had some great feedback on this, but one question perpetuated - “What if my candidate accepts a slot…life gets in the way…and we need to request a change?”

A fantastic question! So we’ve added a feature whereby suppliers who have already accepted an interview, can request a reschedule for the customer to either accept or reject.

This feature will further the adoption of the interview request module from both customer and supplier users, negating the need for any contact via Matrix or outside of the system. Both supplier and customer users have full visibility on interviews and hold an element of control, rather than being passive in the process.

Supplier User Who Submitted The Candidate Will Be Assigned Contact

This feature will mean when a consultant submits a candidate, then they will be associated to that candidate going forwards, so any news about their candidate will be sent to them rather than a generic account manager contact.

This feature will mean that the right communication channels are opened and appropriate associations are in place.

Filtering Now Available On Placements, Invoices And Self Bills

We’ve added filters to the placement, invoices and self-bill pages.

This feature will enable system users to intuatively filter within the above list pages to assist with finding the right information that they desire, quickly and efficiently.

Suppliers Can Reject Opportunities From Their Dashboard

We have now added a ‘reject’ option. Whilst this will remove the order from the user’s dashboard, they will still be able to search for the order within the orders list page in case they change their mind.

This feature will enable supplier users to focus their energy into orders that are just right for them, their expertise and their pools of talent. The feature is also designed so that if one person within a supplier’s organisation rejects an opportunity, others within the organisation can still submit candidates to it. For example if a supplier has a care team and a industrial team, the care team can still react to the opportunity, even if members of the industrial team reject it.

Hiring Managers Must Now Confirm If The Worker Is To Be Paid An Hourly Or Daily Rate When The Job Is Offered

When a job is offered to a candidate, the customer hiring manager must select whether the worker will be paid an hourly or daily rate.

Changing or recreating orders and placements from daily to hourly (and vice versa) is time consuming and unnecessary. This will significantly reduce the risk of hirers incorrectly selecting one option but actually meaning to select another.

Time Can Be Allocated To Different Cost Codes On Timesheets

If multiple cost codes are selected at an Order by the customer hiring manager, and then allocated to a placement, when the timesheet is submitted, the cost code per day (or per row if a day is split into multiple time periods) can be allocated to a different cost code.

As with the ability to add mutliple cost codes to an order, this feature will mean that at a timesheet level, costs can be attributed to different codes within an organisation, providing that organisation with a more granular view on their finances.

Interview process improvements

This feature will ensure better communication streams between customers, suppliers and, at times, the workers themselves. We’ve added in more email notifications to better inform both sides of acceptances, rejections and changes. Customers can now contact the worker directly for telephone interview, rather than both parties dial into a single phone number. We’re pleased to announce that interview feedback can now be gathered once an interview has taken place.

The added features of this list of improvements will mean that customers and suppliers can better arrange interviews without the need for Matrix customer service staff to step in and coordinate - improving the speed and efficiency of the process. Candidates can be contacted directly once their supplier has agreed to provide their contact details for interview only, and suppliers will greatly benefit from the ability to see feedback from the interview. It’s great to know what went well, but knowing areas of improvement will mean the quality of their candidate submissions and interview skills will improve.

At configuration of the customer

On the supplier’s profile

Supplier Payment Terms Default To A Customer Standard

A default payment term can now be set per customer organisation’s profile, meaning any suppliers who enroll to the customer will be have these payment days / payment terms assigned to their profile.

Note - suppliers are unable to change these terms.

Suppliers Can Request A Placement Extension

One of our first features focussed on giving more power to suppliers. This feature will allow suppliers to propose an extension directly to the customer, either because a worker has verbally agreed an extension, or to cover instances where the customer may have forgotten to extend.

Ability To Filter Timesheet Pages

The timesheet page now incorporates a series of filters, designed to streamline and speed up the search functionality.

All system users benefit from the filter, which should see the time to run a search (query) reduce significantly!

Interim Shift Management Process

This feature will allow for start time, end time, start date, end dates and the capture of specifics related to the job role and environment (for example a female member of staff required for a female only ward).

This information is then captured in the order details screen, visible to the supplier for their review, before submitting a candidate against the order/shift.

Pre Employment Check Updates

We’ve worked hard to standardise the Pre Employment check process as feedback from suppliers, and customers, suggested that the process was too long winded with too many variations of the same thing. We have created a standardised list of compliance requirements and then from that a standardised list of documents that are applicable to these checks. When a supplier submits their candidate, the supplier states what document they will be updating to meet the requirement, rather than the customer needing to cover all scenarios.

Suppliers benefit from a finite list of documents that can be used to cover a range of requirements, meaning when candidates register with them, the process of capturing these documents should be streamlined or easier to manage.

eBulk Integration

We’re extremely excited by this NEW integration with eBulk which allows for multiple automated checks on candidate compliance submissions, including Right to Work and DBS. Requirements are set at a company level which suppliers then respond to at the point of submitting the candidate. eBulk then liaises directly with the candidate rather than the supplier so the candidate has full transparency in the process and is in control of what information they want to pass on, rather than the supplier acting as a ‘middle man’ in the process.

Once passed, the result will feed into Prism with the candidate submitted to the customer and appearing within the shortlist for their order.

The development has led to the creation of a “Master Checks” hub within the Admin section for Matrix Super Admins as well as a change in the user interface and journey for a client and supplier through order and candidate submission / onboarding processes. 

Suppliers and customers will benefit from the speed of checks and returns on these checks, the simplicity of the UI, the efficiency of returned results and enhanced accuracy of submissions.

Job Category Name Now Appears In The Orders List View

The Orders list page now includes the job category, which suppliers can use to assist them in identifying suitable roles to match to their pool of talent. 

Copying Line Items On A Timesheet

We’ve added the “copy row” function back in, so the worker or supplier simply enters the hours worked and breaks taken, then clicks the ‘Copy’ icon on the right of the screen against another day - speeding up the whole process.

Suppliers and workers will benefit from being able to complete their timesheet quicker - especially if they are working a similar pattern across a week (e.g. 9-5 with an hours lunch break).

Coupled with the ability to copy a previous timesheet, again, if a worker is working a similar pattern on a weekly basis, they can complete their timesheet in just a couple of clicks!

Mini Competitions

Customers who have the ability to distribute to individual suppliers (rather than only the supply chain) now have the ability to send their orders to a specific list of suppliers, creating a mini-competition scenario.

For customers who run their procurement of agency workers similar to a Dynamic Purchasing System (DPS) this feature can be switched off, so orders can only be sent to the open supply chain.

In scenarios where ‘specialist’ roles need to be sent to more than one ‘specialist’ supplier, this can be managed by the customer themselves, rather than with intervention from Matrix customer support, or, needing to recreate an order multiple times.

Workforce now has the ability for open competitions (supply chain), direct awards (individual supplier) and mini competition (a select few suppliers from the wider supply chain).

Messaging On Open Orders But No Longer Open For Candidate Submissions

Improved messaging on orders better informs suppliers of the exact status of the order, including when an order is passed its submission deadline, if the limit of candidates per supplier has been reached or when the limit of total submissions has also been reached.

Suppliers Can Export Self-Bills As CSV Files

Suppliers now have the ability to download their self-bill invoice files as .csv files.

Supplier Onboarding - Free Text Notes In Sections

When a supplier is in the process of onboarding, notes can now be left by the Matrix team to provide further guidance or instruction on specific sections of the process.

Activity log Visibility

Order And Candidate Audit Trails

At Placement or Timesheet level, a button available on the Placement detail page will “pop” a side bar which will display the date, time, event and owner of any changes as well as capturing any comments if captured.

One-Off Payments

Greater flexibility on payments through Prism. This could include payments for Assessments carried out, bonuses, retainer fees, sleep-in rates etc.

Configurable at job template level, one-off costs encompass any rate that isn’t claimed on an hourly or daily basis, but are also taxable so don’t fulfill the criteria of being an expense. The name can be set per one-off payment type with a claim value and limit of number of claims in a day. For example, a sleep-in may only be claimed once in 24 hours, whereas a worker carrying out assessments may complete multiple assessments in one day.

At timesheet level, these costs are visible to the hiring manager and are subject to supply bill / client charge calculations as any hourly or daily rate type would be, too.

Supplier Payment Terms

Supplier Payment terms can now be set by Matrix per customer rather than globally being the same for all customers on the platform. Partnership packages can now be selected by the supplier at the point of registration from a simple drop down selection.

Streamlining -

Shortening IDs

We’ve shortened invoice and self bill ID lengths to make them more manageable for our own, customer and supplier financial systems.

Audit Trails

At Placement or Timesheet level, a button available on the Placement detail page will “pop” a side bar which will display the date, time, event and owner of any changes as well as capturing any comments if captured.

New Report Releases

A greater number of reports have been created for Matrix, customers and suppliers including the ability to apply filters and ranges at the point.

Timesheet Generation

Previously where a placement was in a state other than active, for example “Pending Extension” this would prevent new timesheets from generating.

This has been updated and resolved!

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