Managing Agency Workers in Industry
Last updated:
2/4/2026
In brief: Agency work is structural in industry: seasonal peaks, leave cover, sudden workload increases. Managing agency workers in the schedule means coordinating with agencies, verifying qualifications, delivering safety briefings, tracking hours for billing and managing Dimona declarations. Shyfter manages agency workers and permanent staff in a single unified schedule.
Why agency work is indispensable in industry
Industry lives to the rhythm of orders. Seasonality hits hard in logistics (pre-Christmas), food processing (summer, holidays) and construction (spring–autumn). Recruiting permanently for every variation in workload is not economically viable. Agency work allows headcount to be adjusted to real needs, week by week. In some industrial sectors, agency workers represent 20–40% of the workforce at peak periods. In continuous production (3x8, four teams), every absence must be covered — agency work is often the only quick solution for qualified positions.
Coordination with agencies
An effective request contains: the exact position (machine operator, forklift driver, order picker, welder); required qualifications (CACES category, authorisations, medical fitness); hours and shift type; assignment duration; site; specific safety instructions. On arrival, always request: CACES copy with validity date; electrical authorisation copy; medical fitness certificate; relevant safety training certificates. An agency worker without documents should not be put on a hazardous position until qualifications are verified.
Safety induction
Every new agency worker must receive a safety induction before their first production assignment: site presentation, general safety instructions, position-specific instructions, emergency exit locations, accident procedure. Duration: 30 minutes to 2 hours. Must be documented (signed form). The schedule must allow for this induction time — an agency worker scheduled for 6am will not be operational before 7am or 8am on day one.
Integrating agency workers into the schedule
The most common mistake: managing agency workers on a separate schedule. Result: no consolidated view, qualifications not cross-checked, hours not aggregated. Shyfter integrates agency workers into the same schedule as permanent workers. Each agency worker has a profile with qualifications, availability and an "agency" tag for billing. The planner sees the total headcount in one view.
Tracking hours and billing
Digital time-tracking eliminates billing disputes. Arrival time, departure time, breaks: all recorded digitally. Both agency and company access the same data. Monthly reconciliation takes minutes instead of hours. Agency workers are entitled to the same conditions as permanent workers (equal treatment principle): overtime must be paid at the same rate, night and weekend premiums apply.
Dimona declarations for agency workers
In Belgium, every start and end of an agency worker contract must be declared via Dimona to the NSSO. The agency makes the declaration, but the user company must communicate exact start and end dates. An agency worker on shift before their Dimona is active is undeclared — serious risk in case of inspection or accident.
Agency work vs. permanent recruitment
Agency work costs 1.8–2.5× the gross wage. For needs under 3–6 months: agency is usually more cost-effective. For permanent needs: direct recruitment is preferable. Analyse agency use over 12 months: same positions continuously filled for more than 6 months should trigger a recruitment decision. Agency work is also a talent pipeline: a high-performing agency worker over 3 months is a validated candidate.
FAQ
How do you check an agency worker's qualifications before they start?
Ask the agency for certification copies before arrival. Enter them in the temporary worker's profile in Shyfter. The tool checks automatically at every assignment. Never put an agency worker on a hazardous position without verified qualifications.
Who is responsible for an agency worker's safety on site?
The user company is responsible for on-site safety, safety induction, position training, PPE provision and supervision. The agency is responsible for general training and medical fitness. Both parties may face liability in the event of an accident.
How do you reconcile agency worker hours with agency billing?
Use a single digital time-tracking system for all workers. Shyfter exports agency worker hours with a specific tag. Comparison with the agency invoice takes minutes instead of hours.
