The Ultimate
Manager's Guide to Watu
An in-depth guide to making magic happen
Watu has been custom-built for the temporary staffing industry, which includes promotional staffing agencies, security staffing agencies, hospitality agencies, and more. The key features allow for independent staff management of their own profiles, and manager access to build jobs, book staff, and export payroll amongst other details.

Below you will find details on how to use Watu and make the most of the software, learning the in's and out's so that its benefit to you and your team is maximised.

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Amanda Kendzior
Customer Happiness
Setting up your account
Whilst Watu is a Software as a Service application and therefore provides a shared platform for multiple clients, there is space to customise the account. Here we detail how you may do so.

Internal customisation:

The below steps can be undertaken by a manager directly within the account within 'settings';

  1. Select 'general' and customise the account to your preferences throughout this page

  2. Select 'profile template' to view the current application form template. We highly recommend creating a unique profile template for your agency by writing down the questions and answers you would like staff to complete on their application forms to your agency. You may send through your changes on a document to [email protected] or by clicking tech support

  3. Select 'message templates' to edit the built-in messages sent from Watu to staff

  4. Select 'terms of engagement' and delete the holding text, pasting in your agency's own terms of engagement. Staff are automatically asked to agree to these terms when creating a profile

You may also add details within the following which are accessible via the left-hand side menu;

  • Roles: Add or disable roles based on the roles your agency offers. Roles become available to select when you are building a job, and will link to staff members' profiles as they work a new role.

  • Clients: A small feature designed to store basic details of your clients, including their name and logo.

Profile Template:

The profile template is split into two sections which are detailed below. The entire form is accessible by clicking "Settings" then "profile template". From here, you may also submit individual requests for changes which the Watu team will complete for free, or if you have multiple changes to make, click "tech support" to send the detailed request through to the team.

The public section This section of the profile template will be visible to staff members, and is the equivalent of the application form. When you first sign up with Watu, a basic template is provided and can be accessed by clicking:

1. settings
2. profile template

New clients: Please review the template and consider how you would like your application form to be set up. You may then click "tech support" or email [email protected] with all the changes you would like us to make.

Existing clients: We expect that you will want to make amendments to your profile template throughout your time using Watu. To do so, please either:

These changes are always done for free.

New Clients:
When building the form, you may customise it almost entirely apart from:

  • Name

  • Address

  • Right to work

  • Agree to terms

As you consider which new questions to add in or have removed, it is advisable to consider the following:

  • Do you have any recruitment related questions you would like to ask? (The month/year they are applying? Where they found out about your agency?)

  • What skills and experience are important to your agency? (Do you have training in…have you worked for…which roles have you worked previously..?

  • Do you have questions that clients ask frequently or may be important for the type of work? (Do you have exposed tattoos? Do you have a driving license? If so please upload it here…)

Remember that the profile template questions become the questions you may then search for.


Internal Profile Template

The internal section The profile template is a powerful tool within Watu, as it allows for unparalleled customisation and search power. Within the profile template sits the 'internal' section, which is private to only managers to view and edit.


  • Only managers may view the questions

  • Only managers may answer the questions
Your agency may want to use this section for help in a variety of topics including recruitment, job search, creating categories, client approvals, and tracking information about staff.

Examples:

Professional Model:

Your clients ask you for professional models regularly, but you would rather not ask the staff member in the application form, as this may skew answers.

Instead, within the internal section you may ask "Is the staff member a professional model?" to which you may select "Yes" or "no" for them. When it comes time to search, type in "Professional Model: yes" and those staff members for whom you selected yes, will all appear, ready to be messaged or shortlisted to a job.

Regional Representatives:

Do you have representatives spread out across the country? Group them together by adding an internal question such as "Is this staff member a regional representative?" with the answer "Yes" or "No". Then search "Regional representative: yes" and see your team pop up immediately.

Client approval:

Some clients will only want staff members who have worked for them previously. To set this up, we can add the question "Client approved" with answers depending on your individual clients, i.e. "Client A" "Client B" "Client C" and so on.

As a team member works and is approved for a client, tick the box in their profile to confirm they are approved. Then when Client A reaches out again to book another job, you can search "Client approved: Client A" to quickly message those people.


The types of answers available are very flexible and match those of the application question options including: tick boxes, yes/no, selection from a dropdown menu, free text, or uploading a document.
1818 Magazine by Stephanie Toole
Staff:

Staff sign up to Watu by following the link to your account. You cannot create profiles on behalf of staff, as they must complete their details as well as agree to your terms of engagement.

Sharing your account with staff:
Your account URL is the same for managers and staff and will generally look like this:

Your_account_name.watuapp.com

You may share the URL on any platform including email, social media, and your website. With regards the latter, you may want to add two buttons to your website as follows:

Button 1: "Log In Here" hyperlinking to youraccountname.watuapp.com

Button 2: "Sign Up Here" hyperlinking to youraccountname.watuapp.com/user/new

Importing Staff

When you first join Watu, we offer the opportunity to import staff into your account, creating a basic profile for each.

How to do so?

If you would like us to do this for you, please email tech support ([email protected]) with an excel sheet containing the email address (mandatory) and first name, last name, and telephone number (all optional) of your existing staff. Once imported, the newly created profiles will sit in 'imported'.

At that point, you may;

  1. Alter the message template (settings -> message templates -> imported: message sent to imported staff)

  2. Send all imported staff the message by clicking settings -> general -> button 'send message to X imported staff'

As the staff begin completing their profiles, they will automatically move into 'pending' once they have completed their details. At that point, you may then click into their profile and select to approve or decline them.

Staff Categories

Registering Staff: Within this section are staff who have started out completing a registration form, but have not yet answered all of the mandatory questions. Sometimes staff may begin an application form and abandon it part-way; if you would like to prompt these staff to complete their forms, you may click on 'registering' and then 'message' to send them all a message, asking them to log in and complete the form. Once a person has completed the mandatory questions, they will automatically receive an email which you may find within settings -> message templates -> message sent to registering staffers and their profile will automatically move into 'pending'

Pending Staff: These staff have completed their applications, and are waiting to join your books. They cannot access the job market, but they can be invited to specific jobs if sent a message, at which point they may apply only to that job via the system. Once you are ready to approve a pending staff member, click into their profile and select 'approve', which will automatically move them into 'active'. Active Staff: These are the staff who you have accepted to join your books. They have access to the job market and can apply directly for public jobs. They cannot book themselves onto jobs, as only managers may book staff.

Suspended Staff: These are staff members who you have suspended for any reason including misbehaviour, a request from the staff member to be removed from the books, and so on. They are not able to log in and if they try to do so, will see a message that their email address is not recognised. Suspended staff can still receive messages via Watu, so please ensure when sending messages, that suspended staff are not included by clicking into the appropriate category such as 'active' or 'pending'.

Cancelled Staff: These are staff members who have cancelled their own profiles

You may always move staff between these categories by entering their profile and selecting a different category. For example, to move a staff member from suspended to active, you may click 'mark as pending' followed by 'approve'.


Why can't I delete staff?

Staff can never be fully deleted from Watu for many reasons including;
  • Maintaining a profile keeps important details such as pay history and notes

  • At times, staff may be made active again. Saving the profile makes this a simple 2-step process

  • Job history remains in Watu and if that staff member worked shifts, his/her profile will still show in the historical job

  • Previous payroll details will also contain the staff member's details if he/she had pay details exported through the system

Rather than deleting staff, we offer them the option to 'cancel' or for managers to 'suspend' their profiles. If it's imperative that the staff member is never contacted again, we recommend:
  • Changing the email address so that an accidental message never reaches the staff member (example: [email protected]_do_not_email)

  • Removing or altering the phone numbers

Searching for staff

Watu provides for a powerful staff search and can be customised per client. To do a basic search, here are the steps:

  1. Click on 'staffers'
  2. Narrow your focus by selecting a category i.e. 'active' or 'pending'
  3. Enter any additional criteria
  4. Press enter and view your results
The additional search criteria available will depend on your account settings. Typical options include postcode radius search which you may perform by entering the postcode, and selecting a desired radius from that postcode. Others will depend on the questions included in your profile template, for example: name, height, gender, experience, client approval, town, and so on.

Generally, if the question is asked within the staff application form, the answer can be searched for via search.

Communications

Communication between managers and staff Messages from Watu are only outbound. This means that when you message a staff member, the message will arrive in the Watu message inbox as well as their email inbox, but they may only message back to your email inbox. This is done automatically when the staff member clicks 'reply', as the 'to' box will change to your direct email address.

Sending messages:
Blank message template

Depending on the category you select, this will filter who you are messaging. If you do not select any category, you will be messaging all staff including cancelled, suspended, registering and so on. We recommend always clicking a category first, so that you are messaging a particular group of people.

Once you have selected a category, you may immediately click 'message' which will open a blank message template. You may edit the template to your liking before sending. So to send a message to all of your active book, you may:

  1. Click staffers
  2. Click 'active'
  3. Click 'message'
  4. Edit and send the message
Inviting to a job

You may invite staff to a job by doing the following:

  1. Perform your staffer search
  2. Hover over 'jobs'
  3. Click 'invite to job'
  4. Select the job and roles
  5. Edit the message to your liking, always leaving the coded links
  6. Ensure the little box next to 'email message' is ticked so that the message sends
  7. Their applications will show up directly within the job

Shortlisting to a job

You may shortlist staff to a job by doing the following:

  1. Perform your staffer search
  2. Select the profiles of the staff to shortlist
  3. Hover over 'jobs'
  4. Click 'shortlist to job'
  5. Select the job, role and shifts
  6. Edit the message to your liking, always leaving the coded links
  7. Ensure the little box next to 'email message' is ticked so that the message sends
  8. Their responses will come back to your email inbox, and their profiles will be saved as 'shortlisted' against the shifts in the job



How to search by location?

There are various methods to search by location in Watu.
If you search by postcode, for example entering in "SW6 2JD", Watu will offer you a radius from which to search for staff. This route relies on Google Maps and uses their mapping capabilities to match staff locations, via their mapped addresses, with your entered postcode.

However if you search by a location name, such as "Toronto", "Wilmington" or "London", this searches staffers' profiles by a keyword. This means that if the key search word appears anywhere in the staff member's profile, they will show up as a search result.

In general, we recommend searching by postcode for best accuracy
Book to a job

You may book a staff member directly into a job by doing the following steps:

  1. Search for the staff member
  2. Click their profile to highlight it yellow
  3. Hover over 'jobs'
  4. Select 'book to job'
  5. Choose the job and shifts and click next
  6. Optional: select to send them the booking confirmation email which will include all job and shift details
The difference between inviting to a job and shortlisting to a job

There is a clear distinction between inviting staff to a job, and shortlisting staff to a job.

Inviting:

  • Staff will apply directly to a job

  • The job must be made public and is therefore open to your active staff

  • You may invite staff to apply to a job and role

  • Staff profiles will only appear in the job if the staff apply to shifts

Shortlisting:

  • Staff will reply back to you; they cannot apply

  • The job may be private which means only those you shortlist will see the job

  • You may shortlist staff to a specific job, role and shift

  • Staff profiles will be saved against the shifts they are shortlisted for

In summary, inviting is best when any of your staff members would be suitable and you're looking for the best option from the applicants. Shortlisting is a better option when the brief is very specific and you want to keep the job private except for a few staff members.


3
Creating Natural Looking Artificial Lighting
A typical studio lighting configuration will consist of a fill source to control shadow tone, a single frontal key light to create the highlight modeling clues on the front of object facing the camera over the shadows the fill illuminates, one or more rim/accent lights to create separation between foreground and background, and one or more background lights to control the tone of the background and separation between it and the foreground.
There are two significant differences between natural lighting and artificial sources. One is the character of the fill and the other is more rapid fall-off in intensity. In nature skylight fill is omni-directional and usually brighter from above. That "wrap around" characteristic is difficult to duplicate with a directional artificial source.
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