How do I hire an employee on Spare Staff

Hiring an employee on Spare Staff is as easy as doing your online shopping!

Start by posting a FREE job ad

On our homepage, click the Post a FREE job ad button:

In the next screen, click Post a FREE job ad button to get started. If you have not logged in, you will be prompted to Sign-in with your account. Sign up for a new account (email verification required) if you do not have an account with us.

You will then be taken to a page to post a free job ad:

Fill in the form, click Continue. Fill in your company details then click Publish and your free job ad will go live immediately.

Note: job ads must represent genuine job opportunities. Hirers must represent organisations who are legally operating in Australia. Otherwise it will be removed from our platform at our discretion.

Job seekers will then be able to submit their “online resume” (called a Listing) to your job ad. We will notify you by email when a new candidate applies.

Manage your job ads

To view, manage your job ad, first Sign-in with your account, then click on the avatar icon at the top right corner, select Your Job Ads:

Find the job ad you want to view applicants, you’ll see how many applicants have applied for the job. Click on the orange link to view all candidates:

In the next screen, you’ll see all applicants and their listings:

Search for the right candidates

Enter keywords for your search, select optional classification, enter preferred location for your search and click the Search button.

In the keyword box (first box on the left), you can try searching by name of the role that you’re filling. For example: “Waiter”, or “Web designer”.

You can also try searching by skills of candidates that you’re looking for. For example: “Javascript”, or “WordPress”, search results will show available candidates who have listed these skills in their listings.

Search results will show candidates who are within the select location radius. Candidates whose skills and experience that are the most relevant to your keyword will rank higher in the search results. Candidates who are least relevant to your keywords will still be included in the search results but will rank lower in the search results.

Note: candidates who are out of your selected location radius will not be included in the search results.

In search result page, you can further narrow down your search by applying search filters:

  • Date: select start and end date that you want to hire. This will filter out candidates who are not available between the dates.
  • Availability: specify if you’re looking for full-time, or part-time, or casual roles. For example, if you’re looking for one who is available full-time, this will filter out candidates who are not available full-time.
  • Hourly Rate: Each candidate has set a minimum hourly rate that he/she expects to get paid. This will filter out candidates who are expecting a rate that is higher (or lower) than what you can pay.
  • Other filters: you can further narrow down the search by specifying residency status requirement, languages etc.

Skill Experience filter

You can narrow search results further by using the Skill Experience filter button:

In the Skill experience filter window, select a skill/experience from the drop down list.

For example, if you select “customer service 1 year”, all candidates who have specified that they have 1 or more years of “customer service” experience will rank higher in search results. Candidates who have not specified the year of their “customer service” experience will still be included in search results but they will rank lower in the list.

Read profile and reviews

After you have got a shortlist of candidates, you can click on their listing to view full profile and read reviews from previous employers.

Their full listing is like an online resume that will show you in details of their skills, knowledge, experience, availability, etc.

Basic details:

Description, experience, skills etc:

Availability, asking wage, reviews:

Reviews give you unbiased feedback from previous hirers who have hired the candidate in the past.

Send instant messages to Poster

If you have any questions for the candidate, send an instant message to the Poster (the Poster is the person who listed this candidate, it could be the job seeker him/herself, or an employment agency).

We will send email notification to the Poster about your messages and he/she can reply instantly. You will also receive an email notification when you have a reply.

For security and privacy of our users, contacts, email addresses, tel numbers, payment details are not allowed in messages.

Send an Interview/Trial request

If you’re interested in arranging an interview/trial with a candidate, click Request an Interview/Trial button:

fill in the form and click Send button. An email notification will be sent to both the Poster and you.

Note: You can include contact details such as location, email address, tel number in the Interview/Trial request.

For the safety of our users, the Interview/Trial request must represent genuine job opportunities offered by organisations operating legally in Australia, otherwise it will be removed at our discretion.

Send a hiring request (optional)

Note: using our online rostering, escrow wage payment system is completely optional

Once you’ve found the right candidate, you can make an offer to hire him/her by filling in start and end date of your hire, roster, and net weekly wage offer, then click on Request to hire button.

Note that the request is not yet sent when you click the button. You’ll be taken to the next page to complete more details for your hiring request:

Complete this screen, enter a message about the role and why the candidate should join your firm.

In the next screen, you’ll be prompted to provide a billing method.

No payment is processed at this step.

Only if the poster accepts your hiring request, and when you’re ready to activate and fund the first roster for the employee, your billing method will be used to fund the roster.

Click Send hiring request button to send the request to the poster to review.

The hiring will now show under Your Hirings page as a “Pending” request:

We will send email notifications about the request to both the Poster and you.

If you change your mind, you can withdraw the request before the poster has accepted it. An withdrawn request will be removed from the hiring list. There is no fee to withdraw the request.

Similarly, the poster will also see your hiring request in his/her hiring reservation page.

The poster can review your offer and chooses to accept or decline your offer.

Accepted hiring request, assigning rosters

After the poster has accepted your hiring request, you’ll need to start onboarding the employee.

First, you’ll need to assign rosters to the new hired employee.

To do this, open Your Hirings page, find the accepted hiring and click View Hiring button.

You’ll be taken to the hiring page. A notice may popup explaining that you need to activate a roster for the employee.

To assign rosters to the employee, click Add or edit rosters button.

Then click Add roster button to add a new roster in. The new roster will have pre-filled data according to your hiring request, saving you time from re-entering the details.

If you make a mistake, you can edit or delete a roster by clicking the pencil or bin icon button correspondingly.

When you’ve finished, enter an optional message to the poster, and click Send changes button.

The poster will be notified by email about the roster. He/she will also see the same roster in his/her reservation page on our website.

Activate and fund the first roster

Now you’ve assigned rosters for your new employee, when you’re ready for the employee to start work, you’ll need to activate and fund the first roster.

The employee will not start work before the first roster is funded.

To do that, click Activate button of the first roster.

You’ll be prompted to pay with your nominated billing method (credit card) to fund the roster.

After you’ve activated the roster, it will show as Active and Funded.

The poster will receive an email notification. He/she will also see that there is an active roster in his/her hiring reservation page.

Your payment is not yet released to the poster. The fund is securely held in our escrow at this stage.

Now the employee will need to start work for the active roster.

Paying employee for the work done

After the employee has delivered the work for the roster, you will need to release the fund from escrow to the poster account.

Click on Pay now button, click Next. You’ll then be prompted to enter how much to release from escrow to the poster.

If you’re completely satisfied with the work, enter the full roster amount and click Send payment button.

If for some reason, you choose not to release the full roster amount, enter a smaller amount and click Send payment button.

Any leftover money from escrow can be used to fund the next roster.

To continue hiring the employee, activate the next roster.

End the hiring contract

When you no longer need to hire the employee (e.g. the job has been completed successfully), or if things do not work out (e.g. the employee underperforms), you and the poster can choose to end the hiring contract at any time.

We recommend that you give an advance notice to the employee before ending the hiring contract.

To end the hiring contract, click End hiring button. Note that the hiring contract will not be ended immediately when you click this button.

In the next screen, you’ll be prompted to leave a public review for the employee. You’ll also have space to give private feedback to Spare Staff about your experience with the employee.

If there is any money in escrow, you’ll be prompted to make a final payment to the poster that he/she might be entitled to. You can choose to pay nothing, or pay a partial amount, or pay the full amount.

At the bottom of the review screen, click End hiring button to finish the process. The hiring will be ended immediately when you click this button.

If you chose not to pay the full amount, we will contact the poster to confirm if he/she agrees to refund the remaining fund to you.

If the poster agrees with the refund, or does not respond within 7 days, we will refund the remaining fund to your original billing method.

If the poster disputes with the refund, one of our team members will step in and contact both parties to help resolve the conflict.

Your public review for the employee will be visible on the employee profile for the public to see. Reviews help our community safe and make us a trusted place.

Discriminative or offensive reviews may be removed by Spare Staff later.

The poster will receive an email confirming the hiring has been ended and asked to write a review for you.

You can find reviews about you, and reviews that you’ve written in your profile page.