Welcome to the Order Hub, a revolutionary module of the Ubeya platform designed to enhance communication and streamline the ordering process between clients and agencies (suppliers).
Our goal is to empower both clients and agencies by providing a convenient and efficient channel for seamless collaboration.
With the Order Hub, customers now have the ability to directly engage with their suppliers, enabling two-way order creation and fostering a stronger business relationship.
Say goodbye to traditional methods of communication and embrace simpler, faster, and transparent process than ever before.
Let's get started!
What are the ideal scenarios for utilizing the Order Hub?
The Order Hub serves two primary purposes. Firstly, it provides a solution for companies facing a shortage of workers, allowing them to easily book additional staff from an outsourcing supplier. Secondly, it facilitates the process of assigning employees from your own company to external events hosted by other companies.
I would like to create an order from my suppliers.
From Existing event - Create an order through an existing event (In case you already have an event on your calendar)
Open the event -> Click on "Create an order" button located at the top right side. Indicate the positions, quantity, time, and select the relevant supplier.
From scratch - Create a new order independent of any specific event.
Once you have created an order, it will appear at the bottom of the event's scheduling page and also in the order tab at the top.
Order Management
At the details sidebar, you will have the order details, where you will be able to modify the order and explore the order status (approved, pending approval, etc), you will also be able to directly chat with your supplier about the order.
How suppliers see it?
When you place a new order with your supplier, it will appear on their calendar in gray. They have the choice to either accept or decline your order, and their decision will be indicated on your side with an explanation.
Once the supplier approved the order they will start booking the workers for the job, all these workers will be fully transparent to you with their first name, last name, and any additional detail the supplier decided to share with you.
How to modify an order?
Click on the event, on the right sidebar click on "order details" there you will have a button "Modify order" at the top right corner. Modify as needed and submit for approval. Be aware of:
Try not to modify orders in the last minute, your supplier won't like it
In order for the change to take place you will need to wait for the supplier approval
Once you have made a change, the order's color will switch to pending changing approval (orange color)
General comments
Email notifications - On every order creation / modification / changes the administrators from the supplier's side will receive an email with the details and a link to approve the changes.
Order - Every order is connected to one supplier only, if you would like to order from several suppliers you will need to create orders for each of them.
Event fulfillment - At the top of the event page there are 3 numbers 5/6/7 which means 5 confirmed out of 6 booked out of 7 needed. The number at the top summarize all of the workers from all shifts including the external workers.
Needed workers per event - In case your internal shifts had the total amount of needed workers, and external workers were added, the needed amount will need to be decreased manually accordingly.