Running a staffing agency means juggling hundreds of moving parts – from recruiting candidates and onboarding new starters to scheduling shifts, tracking hours, and managing payroll. Using spreadsheets or disconnected tools quickly becomes unmanageable as your agency grows.
That’s where the right software for staffing agencies makes all the difference. The best platforms simplify every stage of workforce management – helping you stay organised, compliant, and profitable.
In this guide, we’ll look at the five best software solutions for staffing agencies in 2025. Each option supports different needs across recruitment, onboarding, scheduling, payroll, and invoicing. You’ll also learn how to evaluate which features matter most for your agency, so you can make the right choice from the start.
Must-Have Features in Software for Staffing Agencies
Before you pick a platform, it helps to know what really matters. Here’s what to look for when comparing recruitment or workforce management software for staffing agencies:
- Recruitment and Applicant Tracking (ATS): Capture and manage candidates easily with built-in applicant tracking software for staffing agencies.
- Onboarding and Compliance: Tools should handle document uploads, right-to-work checks, and e-signatures to stay compliant with UK regulations.
- Scheduling and Availability Management: Choose software with built-in scheduling tools for staffing agencies that prevent double-bookings and make shift planning simple.
- Payroll and Invoicing: Look for payroll and invoicing software for staffing agencies that automates payments, tracks hours, and integrates with accounting systems.
- Mobile Access: Staff should be able to accept jobs, clock in, and view schedules on the go.
- Reporting and Insights: The ability to see performance, fill rates, and costs in real time helps improve decision-making.
- Security and GDPR Compliance: Always choose a GDPR-compliant provider to protect your agency’s and workers’ data.
The 5 Best Software for Staffing Agencies
1. Liveforce
Best for: Event and temporary staffing agencies that need end-to-end control over recruitment, scheduling, and payments.
What stands out:
Liveforce provides a single, intuitive platform that covers every stage of your staffing process. Everything is connected, from applicant tracking and onboarding to scheduling large teams and processing payroll. Agencies can publish jobs, track compliance, send instant notifications, and manage invoices – all in one place.
Crew use the Liveforce mobile app to apply for jobs, track shifts, and view payments, while managers get real-time visibility across multiple projects.
Why it helps agencies:
- Eliminates double-booking and manual admin
- Keeps compliance records centralised and accessible
- Speeds up scheduling and communication
- Simplifies payroll and invoicing
- Reduces no-shows and increases staff reliability
Useful tip: Start by connecting one department or recurring event to Liveforce. Once your team sees how much admin time it saves, roll it out across your agency.
2. Bullhorn
Best for: Recruitment-heavy agencies focused on candidate management and CRM.
What stands out:
Bullhorn offers strong applicant tracking and recruitment CRM features for staffing agencies. It helps manage the candidate pipeline from sourcing to placement, with automation to speed up follow-ups and reminders.
Why it helps agencies:
Ideal if your main priority is managing high volumes of candidates rather than shift-based scheduling.
Useful tip: Integrate Bullhorn with your email and job boards for a smoother recruitment workflow.
3. WorkBright
Best for: Onboarding and compliance for high-turnover or temporary staff.
What stands out:
WorkBright focuses on digital onboarding software for staffing agencies. It allows new hires to complete paperwork and upload ID documents before their first shift, reducing admin and ensuring compliance.
Why it helps agencies:
Perfect for agencies handling multiple short-term contracts or clients that need fast onboarding turnaround.
Useful tip: Combine digital forms with a clear onboarding checklist for consistent results.
4. When I Work
Best for: Simple shift scheduling and team communication.
What stands out:
When I Work is an easy-to-use scheduling software for staffing agencies managing hourly or part-time workers. It handles shift assignments, availability, and time tracking through a mobile app.
Why it helps agencies:
Speeds up shift planning and allows real-time updates for workers – useful for smaller teams or agencies just starting with digital scheduling.
Useful tip: Use auto-scheduling to fill recurring roles quickly and reduce last-minute stress.
5. Rippling
Best for: Payroll and HR automation for growing agencies.
What stands out:
Rippling combines HR, payroll, and IT management. For agencies managing permanent and temporary staff, it offers payroll software for staffing agencies that handles multi-country payments and integrates with accounting systems.
Why it helps agencies:
Automates payroll, tax filing, and benefits while keeping all staff records in one secure platform.
Useful tip: Ideal for agencies that want a unified HR and payroll system without managing separate tools.
Quick Comparison Checklist
Use this checklist to shortlist the best software for your agency:
✅ Recruitment and applicant tracking software
✅ Digital onboarding and compliance tools
✅ Automated scheduling with conflict checking
✅ Integrated payroll and invoicing software
✅ Mobile app for crew communication
✅ Real-time reporting and analytics
✅ GDPR-compliant data management
If a platform covers all of these areas – like Liveforce does – you’ll gain full visibility and control over every project and every worker.
| Software | Best For | Core Capabilities | Considerations |
|---|---|---|---|
| Liveforce | Event and temporary staffing agencies | End-to-end workflow across recruitment/ATS, onboarding & compliance, large-scale scheduling with conflict checks, timesheets, payroll and invoicing, mobile crew app, real-time comms and reporting | Well suited to agencies managing rotating crews and multiple projects while staying GDPR-compliant |
| Bullhorn | Recruitment-focused agencies | Applicant tracking, CRM for candidate and client relationships, task automation, email sequencing, marketplace integrations | Stronger on recruitment pipeline management; check scheduling and payroll needs separately |
| WorkBright | High-volume onboarding and compliance | Digital forms, ID capture, e-signatures, document storage, reminders for expiring credentials | Pairs well with scheduling/rotas and payroll tools for a complete workflow |
| When I Work | Shift-based teams needing simple rotas | Shift planning, availability, time-tracking, swaps, mobile notifications and chat | Consider additional tools for recruitment, onboarding and billing |
| Rippling | Agencies prioritising HR and payroll automation | HRIS, payroll, time & attendance, benefits, device and app provisioning, reporting | Review fit for short-term placements and complex rota workflows |
Implementation Tips for a Smooth Rollout
Switching systems doesn’t have to be daunting. Here’s how to make implementation easier:
- Clean your data first: Review existing staff records, availability lists, and compliance docs.
- Start small: Test the system with one client or department before expanding.
- Train your team: Hold short sessions for schedulers and crew.
- Use onboarding templates: Standardise new starter workflows to save time.
- Monitor results: Track time saved, reduced no-shows, and improved fill rates.
Finding the best software for staffing agencies is about more than features – it’s about saving time, reducing admin, and creating a reliable process from recruitment to payroll.
If you manage event or temporary staff, Liveforce gives you everything you need in one easy platform – from onboarding and scheduling to compliance and payments.
Ready to streamline your staffing operations? Book your Liveforce demo today.
