How does the integration work?

The basics behind the magic ✨

Written by Karan
Updated over a week ago

So you might be wondering, how does the integration actually work, what is your involvement, and how do you get the most out of it.

Well, there's no need for us to know the ins and outs of how the integration works (leave that up to our fantastic software developers!), but let's take a look at how the integration works at a more holistic level.

Once you have done everything you need to do before going live with the integration, it's time for you to post shifts/duties on TEAM (Timegate) which will then be pulled through to Orka Works. To see a step-by-step guide on how to do this, go to our guide on how to post a shift/duty with the integration.

ℹ️ The way that shifts/duties work on Orka Works is slightly different to how it works on TEAM (Timegate).

On TEAM (Timegate), you just post a duty/shift for a specific site on a specific day one by one.

Orka Works, on the other hand, is built in a 3-tier system. When you are posting a shift/duty on Orka Works, you first have to have a site set up, then a job attached to the site (there can be multiple jobs attached to one site e.g., Security Officer 1, Security Officer 2, Cleaner 1, Cleaner 2 etc.), and then you're able to post shifts for that specific job. See the diagram below which helps visualise this!

Once you have posted the shift/duty, this information will get pulled through to Orka Works. When you log onto the Orka Works portal to select the officer you would like for that shift/duty, you will be able to see the shift/duty that was pulled from TEAM (Timegate) from the little TEAM (Timegate) logo.

This means that when you post a shift/duty on TEAM (Timegate) and it gets pulled through to Orka Works, it will be visible on the "Jobs" page under that job/pay level for that site.

In the "Shifts filled" column, you will be able to see the total number of shifts/duties that are attached to that job/pay level, and how many have been filled with officers that you have approved for the shift.

Next, you will want to click on that job, and you will be able to see the applicants for each shift/duty that has been pulled through from TEAM (Timegate).

You can then select an officer you would like to work that shift/duty and approve their application. The officer who is approved for the shift/duty on Orka Works will have a green tick.

The officer's information will then be pulled through from Orka Works onto TEAM (Timegate) where you can see who is working that duty and basic contact information.

When the worker clocks in for that shift and is currently working the shift, that information is also pulled into TEAM (Timegate) from Orka Works, and you will be able to see it with a little green icon on that shift/duty.

When the officer clocks out, the green icon will disappear.

And that's essentially how it works! Check out the relevant articles on how to do things like post a job within the TEAM (Timegate) Software Integration collection of articles.

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