Order flow in OnSinch from beginning to the end 

OnSinch is built around a clear hierarchy that links every piece of work - from the initial client request all the way through to staff payouts. This article walks you through the full lifecycle so you can see how each part of the system fits together. Each section links to the dedicated article where you can find full details.

Before You Start: Understand the System Structure

Everything in OnSinch sits within a four-level hierarchy:

Level	What it represents	Example
Order	The client request - one order = one final invoice	Summer Festival 2025
Job	A task or piece of work within the order	Main Stage
Shift	A group of staff doing the job for a set period	Load-in
Position	A single slot on a shift, defined by role and profession	Stagehand

Shifts and orders move through states automatically based on time and the actions you take.

Shifts flow from Upcoming ➡️ Running ➡️ Finished  ➡️ To close by admin ➡️ Shift history.
Orders flow from Open  ➡️ Orders to finish  ➡️ Order history.

Step 1 - Create the Order and Job

Go to Work➡️New job to get started.

When you receive a brief from a client, you enter it into OnSinch using the New Job form. The form walks you through three sections: the Order & Job details, the Shifts and positions, and a final Overview before publishing.

At the order level, you assign an Order manager (the admin responsible for the whole order) and choose the order status:

• Price quote - awaiting client confirmation; shifts are visible to staff (this can be changed in settings), but staff can not be assigned to this shift/job 
• Provisional order - active, but subject to change; staff can see and sign up
• Confirmed order - fully active

At the job level, you assign a Supervisor - the admin responsible for the specific job, whose contact is visible to Lead Workers on shift. Also supervisor is visible to all other staff members on that specific shift.

Each shift has its own time, location, positions, and optional transport. Once everything is set, publish the job to make it available to staff, or use Publish and announce to notify staff immediately.

Step 2 - Fill the Shifts with Staff

Once shifts are published, you need to secure the right number of staff for each position. OnSinch gives you two ways to do this:

Self-signup - Staff browse available jobs in their portal and sign up for shifts themselves. A requirements system ensures only staff who meet the criteria can apply. This approach scales well and reduces admin overhead.

Assignment by admin - You add staff members directly to positions, with the option to require attendance confirmation. You can also hide positions so they are not available for self-signup and fill them manually.

Sign as an Applicant - When a shift is in a locked status, any staff member who applies to this position is first signed to a pool of applicants and admins can decide which staff member to pick for a shift and declined the other. From locked shifts staff members can not sign out by themselves, only admin can sign them off.

Both methods are visible from the Scheduler, the shift detail panel, or the Empty positions page.

If a staff member can no longer work a shift, they can sign off themselves within the configured time limit, or you can remove them as an admin. Admin sign-offs can be categorised by type (e.g. Late cancellation, Medical) and optionally carry a conditional penalty. All sign-offs are logged and visible in the staff member's profile.

Step 3 - Handle Changes and Cancellations

Plans change. If a client scales back or cancels part of an order, you can act at any level of the hierarchy - the whole order, a job, a shift, or a single position.

Cancelling keeps the original record in the system for historical reference and can be restored if needed. Staff signed up for cancelled slots can be notified automatically.

Deleting removes the record permanently and cannot be undone. This option is only available for shifts and orders that have not yet been closed.

Step 4 - Crewboss attendance review or Onsite presence.

To mark the exact attendance of your staff members after a shift can be done on the spot with a few methods to make sure you have gathered all correct data inputed about the whole shift 

Onsite presence - if this feature is enabled in Agency setting you can select a) each staff member on a shift can mark their shift with a geolocation function on theit mobile device or b) lead worker can mark all staff members on a shift in attendance overview

Step 5 - Close the Shift

After a shift ends it moves to Finished shifts. Closing happens in two stages:

1. Lead Worker closes first - The Lead Worker confirms attendance, records actual working hours, break times, and travel times for all staff on the shift. They can also attach files. If standbys were present, the Lead Worker marks whether any of them worked as regular staff.

2. Admin confirms and finalises - Once the Lead Worker has closed the shift, it moves to To close by admin. The admin reviews and adjusts working times, wages, bonuses, and penalties as needed. This data directly determines how much staff are paid and how much the client is invoiced.

After the admin closes the shift, it moves to Shift history and earned wages are credited to staff wallets automatically.

Step 6 - Add Invoice Line Items to the Order

Before closing the order and issuing an invoice, review whether any additional charges need to be added beyond the labour costs calculated from shifts. Invoice line items let you include extra items such as:

• Travel expenses, car fees, and food allowances
• Materials and equipment
• Extra charges and fees
• Reimbursments - can be requested by staff members after shift is completed in reimbursment section

Items charged to the client appear on all billing documents. Items not charged to the client can be marked as hidden - they remain visible to admins for internal cost tracking but are excluded from invoices and client-facing documents.

If your licence includes the Inventory module, you can maintain a pre-built catalogue of items with fixed names, prices, and VAT, making it faster to add recurring items to orders.

Step 7 - Close the Order and Invoice the Client

Go to Finance ➡️Invoices to manage all invoices.

Once all shifts in an order are closed, you can finish the order and issue the final invoice. OnSinch supports four document types:

• Proforma invoice - issued for a whole or partial amount before the work is complete

• Receipt for paid proforma - generated automatically when a proforma is marked as paid

• Final invoice - issued once all shifts are closed and the order is ready to be finished

• Credit note - issued for a whole or partial amount against a final invoice

Invoices can be sent directly from the system. OnSinch tracks when the invoice was sent, viewed, and downloaded, and can send automatic reminders for overdue invoices. Once payment is received, mark the invoice as paid in OnSinch to keep your records accurate.

Step 8 - Staff Wallets and Reimbursements

Each staff member has an electronic Wallet in OnSinch. Wages a

re credited automatically when the admin closes a shift. The wallet tracks all money movements including wages, bonuses, penalties, reimbursements, and payouts — giving both admins and staff a clear balance at all times.

Reimbursements cover work-related expenses such as transport, meals, or supplies. They can be:

• Requested by staff from their shift detail page or wallet (with a mandatory receipt upload)
• Added by admins on behalf of staff - these are approved automatically

Reimbursements linked to shifts appear as a separate line in the order and are included in the profit calculation. Those not charged to the client are hidden from invoices and billing documents.

Once approved, reimbursements sit in the staff member's wallet alongside their wages, ready to be paid out.

Step 9 - Set Up Payout Methods

Go to Settings ➡️ Finances ➡️ Payout methods to configure.

Before you can process any payout, each contract under which staff work must be linked to an active Payout method. The payout method defines how earned wages are calculated (e.g. gross-to-net deductions) and controls any earning or hour limits that apply during a given period.

This setup step is a prerequisite - payouts cannot be processed without it.

Step 10 - Pay Your Staff

Go to Finance ➡️Payouts to manage all payouts.

The final step is paying out the money that has accumulated in staff wallets. OnSinch offers three approaches:

• Staff-requested payout - staff request payment from their own profile; admin reviews and approves in Payout requests
• Admin-initiated payout - admin processes a payout from an individual staff member's profile, useful for cash payments
• Batch payout - admin selects a time period and a group of staff members and processes all payouts at once; supports SEPA file export and Czech Fio bank integration

After payouts are processed, each transaction is recorded in the staff member's wallet, and staff receive a notification email. A full export of payout history is available for payroll and accounting use.

Workflow at a Glance

Step	What you do	Where in OnSinch
1. Create	Set up the Order, Job, Shifts, and Positions	Work ➡️New job
2. Staff	Assign staff or open shifts for self-signup	Scheduler / Shift detail
3. Changes	Cancel or remove shifts and positions if plans change	Builder / Order detail
4. Close shift	Lead Worker then admin confirm attendance and wages	Work ➡️Jobs and shifts ➡️To close
5. Line items	Add extra charges to the order	Order detail page
6. Invoice	Finish the order and issue the final invoice to the client	Finance ➡️Invoices
7. Wallets	Review wallet balances; manage reimbursements	Finance➡️Reimbursements / Staff profile
8. Payout setup	Ensure payout methods are linked to contracts	Settings ➡️ Finances ➡️ Payout methods
9. Pay staff	Process payouts and balance wallets	Finance ➡️ Payouts