Key points
- A client wants four answers: how many ordered, how many deployed, what is in progress and what is coming due.
- Build the report from records, so the same numbers appear every month.
- Keep one page per employer client and the same layout for all of them.
- Share only the information the client is entitled to see.
Employer clients rarely ask for a data dump. They ask short questions: how many of my workers are here, when will the rest arrive, and is anyone's paperwork about to lapse? If answering takes a day of filtering and copying, the agency is spending its best hours on its own reporting.
A monthly status report fixes this. It does not need to be long. One page per employer client, in the same layout every month, is enough to move most of those questions out of messages and into a document.
Start with what the client actually asks
Before designing anything, look at the last ten questions your clients sent. They usually fall into four groups:
- Fulfilment: how many workers did I order, and how many have been deployed?
- Progress: where are the others in the process?
- Waiting: who is held up, and by what?
- Coming due: which documents or permits will need attention soon?
The report answers those four and nothing else. Extra sections get skimmed, and the important ones get lost.
The one-page layout
Section 1: fulfilment
A small table with one row per demand or demand line (per project, for work like construction placements across several sites): reference, role, headcount ordered, deployed to date and outstanding. Put the totals first. A client who reads only this block should know how things stand.
Section 2: placements in progress
Group workers by the stage they are in, not by name: for example selected, clearing before travel, in transit, awaiting arrival clearances, ready to deploy. Show the count per group and the oldest date in each. A count by stage is easy to read and does not expose more personal detail than necessary.
Section 3: held up
List the placements that are blocked, with one short reason each: waiting on a document, waiting on a clearance, waiting on the client. Say who has the next action. If the next action sits with the client, say so plainly. It saves a round of messages.
Section 4: upcoming expiries
List workers whose passport, permit or medical dates fall inside the next period you have agreed with the client. Show the item, the date and who is handling it. Use dates from your records, not from memory.
Rules that keep the report trustworthy
- Build it from records. If the numbers come from the same list your team works from, the report and the daily work cannot disagree. The weekly placement review reads from the same list.
- Fix the definition of each word. Agree what "deployed" and "in progress" mean and keep it the same every month.
- Show the as-of date. A report without a date will be quoted later as if it were current.
- Limit personal detail. A client needs to know their workers' status. They do not need every document. Share the information the client is entitled to see, and no more.
- Keep the layout the same. Clients learn where to look, and your team learns what to fill in.
Who prepares it and when
Pick a fixed day each month, name one person per employer client and let a manager read it before it goes out. The review is short: do the totals match the pipeline, and does any item on the held-up list lack an owner?
A short example of the wording
Keep the language of the report plain. For the held-up section, a line such as "Three workers waiting for a medical result; next action with the clinic, chase on Thursday" is enough. For fulfilment, "Ordered 40, deployed 28, outstanding 12" says what the client needs to know.
Avoid adjectives such as "nearly" or "soon" without a date. If you do not know when something will happen, say that you do not, and say when you will know. Clients usually accept an honest "we will confirm by Friday" far better than a confident date that slips.
Where Worker Vault fits
Worker Vault keeps demands, placements, worker records and expiry dates in one workspace across employer clients. Overview tiles show demand fulfilment and in-flight placements, the demand fulfilment, compliance snapshot and expiry forecast reports can be exported to Excel, and an employer contact can be invited with read-only access to their own client's permitted information.
The reports are current snapshots, so run them on the day you send the report and note the date. Worker Vault does not produce a formatted client letter for you. The structure above is your agency's page, built from numbers that now come from one place.
If you want to see how this looks with your own employer clients, Book a Demo. You can also read about what clients can see and the reports and exports.
See your workers, documents and deadlines in one place
Book a demo and we will walk through how your agency would run recruitment and worker records in Worker Vault.
