If you have never used a staffing agency before, the process can feel opaque. What exactly happens after you call? How long does it take? What do you need to provide? And what happens if the placement does not work out? This guide walks through the typical process so you know what to expect at each stage.
Step 1: The initial conversation
Your first contact with a staffing agency will typically be a conversation about your needs. A good agency will ask detailed questions about the role, your operation, your timeline, and your expectations. This is not just intake — it is the foundation of a good placement. The more clearly you can describe what you need, the better the match will be.
Come prepared to discuss: the specific tasks the worker will perform, the physical demands of the role, the shift schedule, the expected duration, any required certifications or training, and your worksite address and transit accessibility. If you have a pay rate in mind, share it — your agency can tell you whether it is competitive for your market.
Step 2: The service agreement
Before any workers are placed, you will sign a service agreement with the agency. This document sets out the bill rate (what you pay per hour), the terms for replacing workers who do not work out, the notice period for ending the arrangement, and any conversion fees if you decide to hire a temporary worker permanently.
Read this agreement carefully. Pay particular attention to the replacement guarantee — most reputable agencies will replace a worker who does not show up or is not suitable within a defined period, at no additional charge. Also note the conversion terms: if you want to hire a temporary worker permanently, there is usually a fee or a minimum hours requirement before the worker can convert without a fee.
Step 3: Candidate sourcing and screening
Once the agreement is in place, the agency begins sourcing candidates. For common roles in general labour, warehousing, and light industrial, a well-connected agency with an active candidate pool can often present candidates within 24 to 48 hours. For specialised or certified roles, it may take longer.
The agency will screen candidates against your requirements — verifying certifications, checking references, and assessing reliability. Depending on the role, they may also conduct skills assessments or background checks. You will typically receive a shortlist of pre-screened candidates, and you can choose to interview them or simply approve the placement.
Step 4: The first day
The first day of a placement is critical. A few things that set it up for success:
- Have a supervisor or designated contact ready to receive the worker and conduct the safety orientation. Do not send a temporary worker to the floor without a proper orientation — this is both an OHSA requirement and a practical necessity.
- Ensure the workstation, tools, and PPE are ready before the worker arrives. A disorganised first day signals to the worker that the placement may not be well-managed.
- Assign a buddy or point of contact for the worker to ask questions. Temporary workers are often reluctant to ask supervisors for help — a peer contact reduces that barrier.
- Confirm the timesheet process with the worker. Most agencies use electronic timesheets; make sure the worker knows how to submit their hours.
Step 5: Feedback and adjustment
After the first few days, your agency should check in to ask how the placement is going. Give honest feedback. If the worker is not meeting expectations, say so early — most agencies can address performance issues or replace the worker more effectively when they hear about problems promptly rather than after several weeks.
Equally, if the placement is going well, let your agency know. Positive feedback helps them understand what works for your operation and improves future placements.
What to do if a placement does not work out
Not every placement will be a perfect fit. If a worker is not performing, not showing up, or not suitable for the role, contact your agency promptly. Most agencies have a replacement guarantee that covers the first few days or a defined number of hours. The agency will arrange a replacement, and the process starts again. This is a normal part of staffing — it does not mean the agency failed, and it does not mean you did anything wrong. It means the match was not right, and the process exists to correct that.