Temporary Staff Request

Temporary staff requests submitted through email or informal conversations give HR and workforce planning teams an inconsistent record of what role is needed, how many people are required, what skills they must have, when they are needed, and what budget has been approved. Work hours and location are not always specified. Budget codes and approval status are communicated in follow-up messages rather than documented alongside the original request. Without a structured, centralized intake process, sourcing and onboarding temporary staff accurately and efficiently requires more coordination between the requesting manager, HR, and finance than it should.

The Temporary Staff Request template for SharePoint, built with Infowise Ultimate Forms, provides a structured request form that captures the requester's details, the position title and job description for the temporary role, the number of staff required, the reason for the request, required skills or qualifications, preferred start and end dates, work hours and location, hourly rate or salary range, budget approval status and budget code, supervisor details, and any additional requirements. Every request is stored as a complete, actionable record in SharePoint.

How it works

Requester details

The form captures the requester's full name, job title, department, email address, and optionally their phone number. Capturing the requester's department and job title gives HR the organizational context needed to assess the request against workforce plans and departmental headcount budgets without a separate conversation.

Role definition and headcount

The form captures the position title for the temporary role, an optional job description, and the number of temporary staff required. Capturing the headcount requirement as a structured column alongside the role definition enables HR and recruitment teams to plan sourcing activity accurately from the outset, rather than discovering that the request is for multiple people only when they follow up for clarification.

Reason for request and required skills

A required reason column documents why temporary staff are needed — covering seasonal demand, project backfill, leave coverage, or other operational circumstances. A required skills or qualifications column captures the competencies the temporary staff must have. Documenting both in structured columns at the point of request gives HR the information needed to brief a recruitment agency or search internal talent pools without conducting a separate discovery call with the requesting manager.

Scheduling and work arrangements

The form captures the preferred start date, expected end date, required work hours, and work location alongside a worksite address column for locations that differ from the organization's main address. Capturing the full scheduling and location detail within the request record ensures the HR and facilities teams can plan access, equipment, and onboarding arrangements without additional follow-up.

Budget and supervisor details

An hourly rate or salary range column captures the financial parameters of the engagement. Budget approval status and budget code columns capture whether the expenditure has been authorized and against which cost center it should be allocated. Supervisor name and contact information are captured in a dedicated section, ensuring the temporary staff have a clearly identified point of contact from their first day. An additional comments column captures any further requirements the requesting manager wants to communicate.

What you get

• A structured temporary staff request capturing requester details, position title, job description, and headcount required
• Reason for request and required skills or qualifications for accurate HR and agency briefing
• Preferred start and end dates, work hours, work location, and worksite address
• Hourly rate or salary range, budget approval status, and budget code for financial planning and authorization
• Supervisor name and contact information for temporary staff onboarding
• Every request stored as a complete, actionable record in a standard SharePoint list
• Extendable with automated submission notifications and HR approval workflows using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Temporary Staff Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.