FAQ Operations (TL,CM,RM)

You can choose from the Salesforce Authenticator and third-party Authenticators (Google Authenticator, Microsoft Authenticator, Authy, LastPass Authenticator, etc.). If you use the Salesforce Authenticator, you get a push notification on your phone every time you log in. With a Third Party Authenticator, you have to copy a code from the app into the application.

If MFA is required for you, you will immediately be given the option to use the Salesforce Authenticator when you log in. By clicking the "Use another authentication method" link at the bottom of the page, you can use a third-party authenticator.

If you have chosen the Salesforce Authenticator as your authentication method, the app will display two words which you need to enter on the form in the application. If you do not immediately see this two-word phrase, click the "add an account" button in the app. After entering the two words, press "connect" in the application and the phone will be connected to your account. You will receive an email as a confirmation. The connection process may take a minute.

Are you using a Third Party Authenticator? Then you have to use the app to scan a QR code. Then the app will generate a six-digit code for you. When you enter the code into the form in the app and click "connect," the app will be connected to your account. You will receive an email confirmation. The connection process may take a minute.

If you have already set up an MFA connection, you can log in with username and password as usual. After submitting the correct login credentials, each login attempt will prompt you to verify your identity using the Authenticator app.

If you have chosen the Salesforce Authenticator as your authentication method, you will receive a push notification on your smartphone. If you do not receive a push notification or you cannot click on the push notification; open the Salesforce Authenticator app. After opening the app, you can confirm the attempt to log in.

Have you decided to use a Third Party Authenticator? When logging in, you will be asked to enter a six-digit authentication code. This code is produced by the Authenticator app you used to connect your phone according to the previous paragraph.

A user session in the VMS is limited to a maximum time of inactivity (default is 2 hours). After that, you are automatically logged out and need to log in again with username, password and MFA.

When using the Salesforce Authenticator app, you can take advantage of a 'remember me' feature based on the device's GPS location. You can do this by checking the slider just behind "Always approve from this location. Then the Salesforce Authenticator app will check the same GPS location the next time you log in and automatically skip the MFA step if you are within an approved area.

Are you using a third-party Authenticator app? Then it is not possible to skip the multifactor authentication step when you log in.

Is your cell phone broken, lost or you have a new one and therefore you can't log into the VMS? No worries: contact the Hiring Desk to help you further.

The client may have chosen SSO (Single Sign On). This means that you can log in without having to enter login information. The Hiring Desk will link your account to the system of the company where you work, so that you as a client will be logged in immediately. The login button is located on the specific Hiring Desk page. If SSO does not work, contact the Hiring Desk.

One of the club's managers will ask you to create a new resource for a new instructor.Make sure you give him/her this table or have all this information before you begin. Below is the information needed for your registration:

- Full Name :

- Company Name :

- Company number (VAT number) :

- Billing Address :

- Phone number :

- E-mail address :

- Hourly Rate: + proof of agreement between Group Fitness and Cluster Manager.

- Club(s) where you teach and since when?

- Name of the classes you teach:

- VAT status (taxable 21% OR small business subject to the 0% exemption scheme) :

+ an old invoice as proof of verification of VAT status, or another document proving your status (SPF- in your tax file, attestation from accountant)

- Bank account number :

- BIC number :

- Bank name :

It may happen that during an assignment something needs to be changed must beand. Changes relating to the contract must again be recorded in a new order confirmation. The instructor will receive instructor will receive an e-mail with a request to check and approve the new order confirmation. Should there be any questions regarding the new order confirmationgiplease contact the Inhuurdesk.

When you are logged into the Hiring Desk Portal, you will find "Change Requests" under the "Assignments" tab. If you click "Change Requests" a list of the change requests made regarding your freelancer will appear.

The NAW data of the freelancer is recorded in the employee card. You can find these as follows.

Log into the Hiring Desk at https://hiringdesk.basic-fit.com/. Go to the "Assignments" tab and then select the appropriate assignment. From there, click on the freelancer's name. You will only see a small portion of the freelancer's data at first. Once you click "Show full document," the rest of the data will come up.

Go to the appropriate assignment using the link in the email or log in to the Hiring Desk. Go to the assignment from your tasks on the main page or click on "Assignments" and filter by status. At the top right you will see a button that allows you to approve the assignment. Check the assignment carefully before approving it.

It is possible to view the timesheets in the past. Not being able to see the timesheets has to do with a filter. By default it is filtered on the current year. So should it happen that you need to look at timesheets from the previous year, you need to change the filter to that year.

This means you have completed the timesheet and it is now on file with the TL for approval. You no longer need to take any action.

This means that you have completed the timesheet, it has been approved by the TL and is now on file with the CM for approval.

This means that your timesheet has been approved by the TL and the CM. The timesheet is now ready for invoicing.

E-invoices
The application generates e-invoices. All data required (in accordance with the law) on an e-invoice are stored in the application. The application administrator can set up the invoice format of the PDF documents using data mapping. This allows the system to create PDF documents that meet the requirements as set by the Tax Administration. If desired, the generated PDFs (e-invoices) can be saved by freelancer or customer in their own administration.

Billing Form
The Hiring Desk invoices on a reversed-billing basis. This means that the Hire Desk creates the invoices based on the hours and fees approved by the client and acts as cashier. This means that the Hire Desk collects the money from the client and pays out to the freelancer upon receipt. As a freelancer, all you have to do is check for accuracy and track progress.

Below we list for you the processes surrounding the payment of worked and approved hours. In doing so, it is important that you follow the client's agreed billing calendar (see below).

Billing process
The reversed-billing process works as follows:

1. The instructor(s) is responsible for timely submission of hours worked - whether or not in the VMS Nétive or in the client's system.
2. The hiring manager is responsible for timely approval of submitted hours.
3. The approved hours are invoiced. When exactly this takes place can be found in the billing calendar of the respective client.
4. The Hiring Desk prepares and sets up invoices for the instructor(s).
5. When the invoices are ready, the instructor(s) an email notification about this with a link to the invoice.
6. The instructor(s) has 72 hours to add their own invoice number to the invoice. Once this period has passed, this is no longer possible.

Below we list for you the processes surrounding the payment of worked and approved hours. In doing so, it is important that you follow the client's agreed billing calendar (see below). This is because deviation from the timelines leads to a delay in payment. You yourself play an important role in timely payment.

It is important that you take care of:

1. Complete data (e-invoicing + file) in the Hiring Desk VMS system.
2. Timely recording and approval of hours worked.

Re 1. Complete data (e-invoicing + file) in the VMS* system of the Hiring Desk:
An assignment must have reached "final" status. This means that both the client (hiring manager/budget holder) and the freelancer must both accept the assignment (digitally).

The freelancer and assignment file must be complete. Therefore, all documents (requested by the client) must be accepted and entered into the VMS system and, where necessary, reviewed for accuracy by the Inhuurdesk.

All financial data must be entered before e-invoices are created. Without this e-invoicing data, no invoice will be created and no payment will follow. Required data are postal code, house number, street name, city, VAT number, invoicing contact person, e-mail address invoicing contact person, bank name and bank IBAN. The required fields become visible if you are going to change the freelancer data. The fields are marked with a blue '|'.

The freelancer file must be complete (also applicable for freelancers). The extract from the Chamber of Commerce and documents such as a Declaration of Payment History must be submitted and approved by the Inhuurdesk.

Re 2. Timely recording and approval of hours worked:
Once the assignment has begun, hours must be recorded and approved before an invoice can be issued. As an outside employee, you are responsible for ensuring that hours worked are recorded weekly and submitted to the manager for approval. The client's hiring manager is responsible for ensuring that recorded hours are approved in a timely manner.

Billing
Only hours that have been approved are invoiced monthly in accordance with the invoicing calendar (provided, of course, that the digital files are in order). Timesheets that reach the status 'Sent to freelancer' too late will only be included with the next billing round (i.e. one month later). Interim invoicing is unfortunately not possible.

As a freelancer, you will receive an automatically generated email when the invoice has been created. You then have the opportunity to check the invoice and for 72 hours it is possible to enter your own invoice number if desired. This is to facilitate a link with your own administration. If you do not change the invoice number within 72 hours, the automatically generated invoice number will be used to ensure the billing and payment process is not delayed.

After receiving the invoices, the client pays within the agreed payment period. Payment of freelancers can only take place after receipt of the amounts due from the client by the Hiring Desk. Depending on the term agreed upon in the hiring conditions, the Inhuurdesk will pay the freelancer within 2 to 5 business days after receipt of payment from the client.

Summary: Invoicing takes place in the first days after the close of a month, in accordance with the invoicing calendar (see heading "Invoicing Calendar"). Only after payment from the client to the Hiring Desk, freelancers are paid by the Hiring Desk.

Please note: Deviation from the process described here is not possible. Invoices self-created by a freelancer will NOT be processed. You will NOT receive a message or notification of this.

*VMS = Vendor Management System (application).

We pay according to the Billing Calendar. Payment can only be made when Staffing MS has received the funds from Basic-Fit.

By following the steps listed in this document.

To permanently link a new TL or CM to a club, please contact us through our contact form or at basicfit@staffingms.com.