Client Users
How to use Hive as a Client User
Embedded Files
Create a Booking
Create a Booking
As a Client user, there are two different workflows that can be applied to your account:
Client Immediate Workflow (Automatic confirmation)
Client Pending Workflow (Requires a client confirmation)
The difference in workflow will be labelled in each booking.
Bookings are created by selecting the relevant date and clicking the + icon.
From there you will see your assigned inventory of jobs from which you can now load a booking and invite the relevant preferred freelancer.
*Every Client is automatically set up to have the Immediate workflow applied to their account, however if you would like to change this to pending, please email support.*
Client Immediate Workflow
For the immediate workflow, as soon as a Contractor accepts the booking, it will automatically confirm and turn green. Confirmation emails will be sent to the Agent, Client and Contractor involved and no further steps will need to be actioned for this booking.
Client Pending Workflow
For the pending workflow, once a Contractor has accepted a booking it will then turn purple, awaiting for the Client's confirmation.
This allows the client to confirm at a later date, once they know the booking is definitely required. It also makes it much easier to keep track of bookings, as you will have to confirm each contractor for each booking.
Roster Colours
Roster Colours
As a client, you'll have a view of several more colours than a freelancer would. Each colour has a different meaning, and is a good guide to view what you need to action or what you need to monitor.
Placeholder - Grey
The first colour to note is Grey. This colour doesn't offer much meaning to a booking, other than it's a placeholder. It's a shift that's been marked on a certain day, but it hasn't been offered to any freelancers yet. This is done when you load in a booking and Save before issuing an invite.
CONTRACTOR to Confirm/Decline - Orange
When you or the agent create a booking, it will be assigned to at least one freelancer, asking them to accept or reject the booking depending on their availability. Whilst you are waiting for that freelancer to respond, this booking will be highlighted in orange.
CLIENT to Confirm/Decline - Purple
Once a freelancer has accepted a booking that the agency has sent them, this will change the colour of the booking to purple, meaning you now need to approve it before it can show as confirmed to the freelancer. If you invited the freelancer directly, as soon as the freelancer accepts the booking it will automatically change to green as there is no need for you to approve this.
Confirmed Booking - Green
The most common colour you'll see on each roster view will be green. These bookings are ones that have been accepted by the freelancer and you as the client have approved.
Call to Action for Booking YOU Created - All Invites Rejected - Issue More Invites - Red
If, however, ALL freelancers you've invited reject the booking, it will turn red. Red indicates there is a problem with a booking you've created; the likelihood being that you need to invite more people. Although it could also indicate that you may need to think about searching for some more freelancers in order to cover it!
Booking Created by an AGENCY requires more invites to be issued - Blue
If it wasn't you that made the booking and instead, the agent booked the shift directly then the colour will be different. If a agent has invited a freelancer, or group of freelancers to a booking and they've all rejected it, this will cause the booking to turn blue. This indicates the person who created the booking needs to invite more people to the bookings.
Bank Holidays
Hive highlights all UK bank holidays by marking each date with stripes. If different rates need to be applied then please check the custom rate section of this wiki.
Dashboard View
Dashboard View
The dashboard view will list all pending booking responses requiring action by you.
The red number indicating how many pending booking confirmation requests you have - purple bookings. The call to action being confirm or reject the freelancer who has responded.
This number also includes any red bookings you have - bookings where every freelancer invited to a booking has rejected. The call to action being invite more freelancers!
Selecting a confirmation request opens up the relevant booking to action.
There are also sections on this page that summarise recent confirmed bookings and recent decisions made.
Updating a Booking
Updating a Booking
A booking can be updated by either the Agent or the Client.
This can be done at any time, when initially creating the booking, whilst awaiting a contractor to respond or once the booking is accepted.
There are four fields that can be updated. These include:
Job Title
Start and End times
Unpaid Breaks
Notes Field
Unpaid Breaks
Unpaid Breaks
How to insert unpaid breaks into a job and booking
In the event you have a job which operates an hourly rate but some hours within the booking are unpaid this can be handled in Hive by selecting the unpaid breaks tab.
From here you need to insert the time in minutes unpaid. This field can be updated at any time by both the client and the Agent.
In the example below we insert 60 mins of unpaid break into this job.
This example above has 12hr duration with a 60 minute unpaid break = 11hrs payable.
Navigating the Roster
Navigating the Roster
How to Quickly Check Availability
If you want to quickly check a Contractor's availability, you can do this by filtering the roster to only view that specific Contractor. This can then be made even quicker by setting Contractor bookmarks.
Invite All Freelancers to a Booking
When booking in someone on Hive, you may find that you don't need someone specific to cover a shift - instead, you need to invite as many available Freelancers as possible in order to get the booking covered as quickly as possible.
In this instance, it would be useful to use the 'Invite All' button - see below video demonstration of how to do this.
Once you have selected Invite All, an email will be sent to each individual Freelancer to accept or reject the booking. Depending on the current workflow being used (Agent led, Client Pending or Client Immediate), once Freelancers start responding to the booking, it will remain purple for a Client's confirmation.
When the client confirms a Contractor for this booking, the rest of the Freelancers who accepted it will receive an email to advise they have not been successful.
Filtering the Roster between Agent and Client Bookings
A great feature within the Roster view of Hive, is that you can filter it to only view bookings made by certain users.
For example, as a Client user, if you wanted to see any problem bookings that applied to you - you can filter by Client and will only view any bookings by your Client.
See below video demonstration of how to do this:
Day to Night Filter
Hive can become very busy once you start inputting all your required shifts, so it's great to be able to visually see the difference between day and night shifts as an Agent, Client and Contractor.
As a Client or Agent user, you'll have a small Moon icon that will appear on any Night time booking on the booking form listed on the right hand side of the roster.
It's a slightly different display for Freelancers, they will see a Moon icon on the roster view as well as the booking form.
If you ever need to change a booking from a day shift to become a night or vice versa, you can! See the video demonstration below:
Series Bookings
Series Bookings
Clients and Agent users are now able to book Freelancers in for multiple shifts at once - instead of creating individual bookings for the same shift, you can select multiple dates and create shifts on all of the selected dates.
Series Bookings also allows Client users to confirm or decline Freelancers for multiple shifts at once, rather than individually.
How does Series Bookings work?
Similar to individual bookings, you still need to select an individual date and create the booking - however, within the booking form you can then select the 'Series' option.
Once you select Series, you'll be presented with a mini-calendar to select the dates you wish to load bookings on. As soon as you select the required dates and click Save, you'll be presented with a third column, outlining each available Contractor and the dates they are available to work.
The dates labelled under each Freelancers are the dates you have selected, that they are available for. You can then de-select dates and only invite a Freelancer to one of the dates or invite them to all. A Freelancer's availability will automatically update in the left hand side column, depending on which dates you select!
See below video example:
How does Series Bookings work for Freelancers?
Freelancers are presented with the same mini-calendar, where they can accept / decline any of the bookings within the Series.
At the confirmation stage for Clients, they will also have the ability to pick individual dates to confirm / decline Freelancers for - so if they needed to remove one of the dates from the series, they could do this here.
Cancelling bookings within a Series?
You are able to cancel all bookings in a Series within 3 clicks, or select individual dates to cancel.
See below video example of how to do this:
Updating bookings within a Series?
Similar to cancelling, you can update all bookings within a Series or you can spin them off to become individual bookings and then update them individually. By spinning off a booking, this removes it from the Series booking and creates it as it's own individual booking - meaning any updates you make to this individual date, will not affect the rest of the Series dates.
You cannot spin off the first date of a series. Simply delete that date and rebook as an individual date.
See below video example of how to do this:
Series Bookings via Mobile
When viewing or actioning Series bookings via the mobile version of Hive, the bookings will be presented in the same way as desktop.
You will be presented with a view of all the dates on a mini calendar from which you can select and de-select dates to invite additional freelancers to.
In the same way as individual bookings, you won't be able to update or cancel Series bookings via mobile - this must be actioned through the desktop version of Hive.
Substitution
Substitution
When a role has substitution enabled, this means a freelancer can substitute another freelancer in to cover their confirmed booking.
When this happens the client user receives an update when a substitute has confirmed they will accept a booking.
The client will see the name of the originally booked freelancer with their name crossed out showing the name of the substitute freelancer.
Hive handles the bookings as now being x2.
If a substitution booking needs to be cancelled an Agent is able to action this request.
Substitution - Important
Substitution - Important
When substitution happens the financials of the original booking are overridden if there are custom rates associated with the sub.
Eg. If Bob is on a 10/20 pay/sell rate and subs to Jim who is on 1/2 then Jim's rate is applied to the booking - 1/2
Retrospective Bookings
Retrospective Bookings
So what happens if you need to add a past booking into Hive?
Currently Admin and Agent users are able to add in retrospective bookings - by clicking the plus + icon. The same process as usual however you will be shown a dropdown list of the potential freelancers you want to confirm.
*Important Points*
You can select any freelancer from your inventory. Not just those associated with this job.
The job information doesn't reference any custom rates so make sure you add those if needed
Chief and Worker Users
Chief and Worker Users
Chief and worker level users have different levels of access to the user rosters and financial reporting.
Worker - Ideal for Administration:
View Department roster
View Job roster
View Client User roster
View Contractor roster
Chief - Unlock Business Intelligence:
View Department roster
View Job roster
View Client User roster
View Contractor roster
View all Client Users rosters
Access spend metrics - Filter by department / job / contractor
Financial Metrics
Financial Metrics
Client Chief Users are able to access real time financials from their roster view.
Financials are summarised by Total, Department or Job - however, you can filter further months by selecting the month at the top.
Cancelling Bookings
Cancelling Bookings
Cancelling a shift has been made as easy as booking a shift in Hive 25, for both the Client and the Agent.
You can now cancel a shift that was logged by your other user accounts - and can also be retrospectively cancelled. If an agent has logged a shift for you and you require it to be cancelled, you can do this yourself now.
Please note - the cancellation message will only pop up if one or more Freelancers have been invited to the shift or if it's confirmed. If it's just a placeholder shift (Grey) then you will not need to provide reasoning to cancel.
Tags within Hive
Tags within Hive
Tags are used to match Contractors to jobs, so that when you load in a new booking, you'll only be presented with available, relevant freelancers who can cover that shift.
Below are the tag sections:
Job Titles - The title of the job There can be a number of jobs titles used in order to reach the most relevant Contractors job titles. E.g. Avid Editor and Video Editor.
Systems Experience - This lists system knowledge required for role. This field will capture the key experience, ensuring only people with relevant systems experience tags match to the job.
Skills - Skills associated with role, these are frequently updated. This tag filter attempts to put the job's system experience into context.
Contractor Groups - The group name of Contractors who are preferred to work on this job. This filter shows the relevant Contractors at the top of a booking form.
Tags and Contractor Display
Within the booking form, you'll see the Contractors are laid out in relevance to the booking being offered.
Preferred
The top list of Contractors are the preferred ones; the Contractors who have the relevant tags matching the job title, systems experience, skills required and are tagged in that Contractor group.
Candidates with Matching Tags
The second list of Contractors are the ones that have some matching tags; they may have Avid systems experience, but don't have the tag of being an Editor.
They must have at least one matching tag in the job title reference field! Eg. The example below lists preferred first, then click to expand matching tag section which matches the job title tag associated with the job.
Where does this information come from?
All information put into the backend of Hive is derived from a template the Agent will have provided within the initial Hive set up.
We populate all of the specified information, to ensure it's exactly what the Agent requires.
However, if you want to include further Contractors or edit tags permanently - please contact support.
Setting Up Email Forwarding (Gmail)
Setting Up Email Forwarding (Gmail)
Client users benefit from having a gsuite account. This means you will be able to access Google Apps and world leading security settings.
In order to forward your @hive25 emails to another address:
1 - Login to @hive25 gmail
2 - Head to settings (gear cog)
3 - Select Forwarding Address
4 - Input the address
5 - Then input the pin number sent to the address you entered to activate.
Setting Up Two Factor Authentication
Setting Up Two Factor Authentication
Client users benefit from having a gsuite account. This means you will be able to access Google Apps and world leading security settings.
In order to setup two factor authentication for each time you access Hive - head into your Google User Account.
You can do this here - https://myaccount.google.com/
Enter your Hive credentials.
Head to Security
Select Turn On 2 Factor Authentication
Enter your mobile number and bingo!
Hive Client Hacks
Hive Client Hacks
Want to select an individual date?
There's a keyboard hack for when you just want to view bookings on one date at a time - simply hold down the CMD key on your keyboard and select the date you wish to view!
Want to bookmark a specific Job, User or Contractor?
Watch the video example below to see how to quickly bookmark all your important roster views:
Want to select an entire month at once?
In order to have all dates within one month selected on your roster, you simply need to click on the name of the month on the roster - this will then highlight all dates and present all bookings within that month on the right hand side menu!
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