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Shift Planner

General

The Shift Planner is designed to be your central area for managing your Temps, including both filling shifts and managing Temp workers. It is controlled by the Search Criteria tab, default is to display filled and unfilled shifts, but can include cancelled / removed shifts. It defaults to display shifts within the next 14 days, this can be adjusted to 1, 7, 21 or 28 day views. Use the left or right arrow to scroll through this date range.

 

 

 

ClosedShift Colours

Job Shifts

Displayed with grey background

 displays number of places, along with number of places filled (includes confirmed and awaiting confirmed shifts)

Placement Shifts

Displayed with white background

 Unconfirmed Shift - candidates placed into shifts using "Awaiting Confirmation" status
Contacted shift - Awaiting Confirmed shift that has been marked as contacted to indicate communication has been made but still awaiting confirmation
Confirmed Shift - candidates placed into shifts using "Confirmed" status
Time Worked - Unconfirmed and confirmed shifts can be set to "Time Worked" status*
Started Shifts - unconfirmed and confirmed shifts can be set to "Started" status*
Lateness - when recording "Late" it is displayed in "Red"
Holiday - displayed when removing or cancelling shifts with Reason set to "Holiday"
Illness - displayed when removing or cancelling shifts with Reason set to "Illness"
No Show - displayed when removing or cancelling shifts with Reason set to "No Show"
Grey coloured shifts prefixed with 'X' means the shift was cancelled for a reason other than 'Holiday / Illness / No Show'. The reason is shown as the text label
Grey coloured shifts prefixed with '-' means the candidate was removed from the shift for a reason other than 'Holiday / Illness / No Show'. The reason is shown as the text label

 

*Time Worked and Started Shifts will automatically be set to confirmed when setting these statuses to awaiting confirmed shifts

NB: - some colours can be customised via Global Temp Settings. Grey coloured cancelled / removed shifts are shown only if 'Show cancelled / removed shifts setting is enabled in User Options / Planners tab - User Options

 

 

ClosedCustomise Columns

You can adjust the columns in view:

 


Once you finish your adjustments, ensure you right click and Save Layout

 

ClosedFilled Shifts (Placement shifts)
ClosedGeneral

This Shift Planner (formerly known as Filled Jobs Planner) is designed to offer a combination of the Filled Jobs board and the Unfilled Jobs board with Temp Planner functionality, grouping Temp placement shifts by job and company along with the unfilled jobs. In addition, it offers bulk Placement Comms Centre access, bulk placement extensions and review unfilled shifts all in one place. As we continue to develop this Planner please use the "Give Feedback" to suggest changes you may feel benefit the Planner.

The board itself uses a technology called "SignalR"a real-time application that will always keep the board "live", so changes to shifts by other users will display immediately if they are displayed in your Planner (Jobs displayed will not change unless you rerun the search criteria, only the shifts within will be "live"). If changes have been made you will receive a notification at the bottom of the screen, click to re-run the search and update to include any changes that have been made.

Overview

Set the Search Criteria to display either unfilled and / or filled shifts, you also have the option to filter jobs (job ownership) results by consultant or team:

Note: Time Worked and Started shifts are considered Confirmed

The ‘total results’ figure on the status bar of ‘filled and unfilled shifts’ view, is broken down by job and placement results

Also consider adjusting the shift planner view to Snap to Grid

 

ClosedToolbar

Button

 Description Entity
Utilise the Comms Wizard to send email / SMS messages to candidates or contacts, using the current shift planner view Placement and Jobs
Access the Comms Centre to email / SMS to those jobs / placements currently selected Placement and Jobs
Access the event logger to record communication with the selected candidate / contact Placement and Jobs
Access the selected candidates calendar Placement
Export the current Shift Planner view to Excel (permission required), see user options to include all info details in the output and whether to only show the 'Times' columns. N/A
Directly place a candidate into the selected unfilled shift(s) Placement and Jobs
Search for Candidates Press to run a quick Candidate search , results are displayed within the right panel, see user options to set this run automatically Job (Shift)
Search Future Shifts Press to select all shifts today and in the future for the currently selected shift / job Job (Shift)
Click to display shift counts into the calendar (20 / 100) - (filled shifts / total shifts) N/A
Enable filter row, will display a top row to enable you to type text top filter by column content N/A
Clear all filters (activates if filters are present) N/A
Company Enables grouping all jobs by Company, will display jobs below each company alphabetically N/A
Job Enables grouping placements by Job, displaying jobs alphabetically - only available when viewing filled shifts only N/A
Expands to display all placements within jobs - works only when filled shifts are displayed N/A
Collapses to display jobs only - works only when filled shifts are displayed N/A
Cycle back the current view N/A
Cycle forward the current view N/A
Go to today N/A
Go to a date, dialogue box will open for you to select a specific date N/A
Display shift planner in a 1 day view N/A
Display shift planner in a 7 day view N/A
Display shift planner in a 14 day view N/A
Display shift planner in a 21 day view N/A
Display shift planner in a 28 day view N/A

 

ClosedNavigation

See below shift options, can also be used to access Job and Company records

ClosedShift Options
  Set Contacted Can set 'awaiting confirmed' shift to 'Contacted' status
Undo Contacted Undo 'Contacted' shift status back to 'awaiting confirmed'
Confirm Shifts (Awaiting Confirmation shifts - YELLOW) click to "confirm" shifts and activate confirmation email(s)(see Global Temp Settings)
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Remove Candidate

Removes the candidate from the shift (the shift will remain against the job and will display as unfilled

 
Use radio button to either remove selected shifts or Shifts From, set date and it will remove shifts greater or equal to the date entered (shifts will now display as unfilled in the job)
Select appropriate Reason from the dropdown (this info is used within reports and Voyager BI)
Tick Go to Unfilled Jobs once removed to force open the Unfilled Jobs board as soon as confirmation process is complete

Blocklist the candidate if client no longer wishes to employ this candidate in future

Type Company will either warn or block future placements
Set whether to specific location or "All" locations for the Company
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Cancel Shifts
   
Use radio button to either cancel selected shifts or Shifts From, set date and it will cancel shifts greater or equal to the date entered
Select appropriate Reason from the dropdown (this info is used within reports and Voyager BI)

Blocklist the candidate if client no longer wishes to employ this candidate in future

Set Type Candidate or Company for block requested
Set whether to specific location or "All" locations for the Company
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Late
Adjust Arrival Time - this will display as late within the Shift and Temp Planner (this is used within reports and within candidates calendar)
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Edit Placement Shift Times
  Set new Start and End Time
   

Use radio button to define whether times should be changed for assigned shifts, shifts from today will display shifts in the grid:
 
Edit Placement Rates
 

Access the placement rate grid to review and manage rates

NB:- if the placement record is open by you or any other user it will notify you that it is locked:
Edit Placement Shift Core Rate Enables you to set which rate should be applied to the selected shift(s)
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Extend Placement Accesses the Extension Wizard to add shifts to the placement calendar, see extension wizard section below
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Set As Started / Undo As Started Mark the selected shift(s) as "started", this will also be considered confirmed and is included within Temp reports
Set Timed Worked / Undo Time Worked Marked the shift as "Timed Worked", this will also be considered confirmed and is included within the Temp reports
 ------------------------------------------------------------------------
Leave review of candidate Allows you to quickly add a review "score" of candidate based on feedback, see Reviews section for more candidates
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Placement Shifts Calendar Launches the Placement Shift calendar for the selected job
Log placement Event Access the placement Event Logger to record events against the candidate / contact or both
Open Placement Comms Centre Access the placement Comms Centre to send email / SMS / Online Signature documents to the candidate or contact
------------------------------------------------------------------------
Job
open Job Shifts Calendar to review or add shifts to the job (use extension wizard to add shifts to the placement calendar)
Open Job Page
Log event within the Job record against the contact
Open Job Comms Centre to send email / SMS to contact (utilising data within the job record) use Placement Comms Centre to utilise data within the placement record
------------------------------------------------------------------------
Company / Contact
Open Company record
Log event against the company or contact
Open Company Comms Centre to send email / SMS
------------------------------------------------------------------------

 

 

ClosedUnfilled Shifts
ClosedGeneral

When Viewing unfilled shifts in the shift planner, selecting shifts in the job header row will search and return available candidates in the search result panel, this panel can be set to automatically open or only when clicking on search for candidates (see user options for more detail)

The ‘total results’ figure on the status bar of ‘filled and unfilled shifts’ view, is broken down by job and placement results

The unfilled candidate search panel can be docked or autohidden and has the same functionality as the existing unfilled jobs candidate search results panel - columns can be customised / filtered, business rule checks are run and available candidates can be placed / bulk placed on the selected shifts etc

If new placements are created when placing candidates, you will be notified along the status bar that your results need to be updated. The new placements will not be displayed until this is actioned

If placements already exist for the candidate in the results, and you are therefore adding extra shifts when placing, the new placed shifts will be shown immediately in the current 14 day calendar view

ClosedShift Planner
ClosedGeneral

Open the shift planner for the appropriate Temp job via the expand button

Clicking on a shift will automatically activate the system to find appropriate candidates, these will be displayed within the Candidates panel on the right

NB: - candidates will need to have the job title and be marked as a temp

You are able to multi-select shifts via Shift or Control buttons to ascertain if candidate’s ability to fulfil more shifts, you are also able to select within the planner and drag to highlight multiple shifts (click on the planner not the shift itself). To select all future shifts you can also click on the select all future shifts button in the toolbar

ClosedEditing Shifts

You are able to adjust shift(s) times by right clicking on a shift(s). Multi-selecting shifts and right clicking to access the Edit Job Shift Times:

Edit Job Shift Times

You can then enter the correct shift start and / or end times

Number of Places

select the new number of places, it will allow you to decrease or increase the number of unfilled shifts. If you have filled shifts then it cannot be reduced below this.

Use Other to manually input the number:

Job Shifts Calendar

You can access the job calendar and remove any unfilled shift(s), add shifts etc...

ClosedAdding Shifts

Note: - You can apply a shift pattern to enable quick calendar entries, see shift patterns section for more details

Right click on a single shift to access the Job Shifts Calendar option:

You can then add (using the painter) and remove shifts as required, right click on shifts make specific adjustments etc.

ClosedCalendar Toolbar

Back

Go backward to view previous
Forward Go forward to view next
Goto Today Return to today’s date
Zoom In Allows you to zoom into the calendar

NB:- you can also use SHIFT and MOUSE WHEEL UP
Zoom Out

Allows you to zoom out of the calendar
NB:- you can also use SHIFT and MOUSE WHEEL DOWN
Day View Allows you to view the calendar as a single day view, showing hour by hour (zoom in or out for more detailed view)
Work Week

View Allows you to view the calendar as a detailed working days in a week, showing hour by hour (zoom in or out for more detailed view)
Week View

Allows you to view the calendar by week in a compact view (no zoom function)
Month View

Allows you to view the calendar in a month view, showing start and end times of appointments (zoom in or out for more detailed view)
Compress Weekend

(only available in month view) – Allows you to compress Saturday and Sunday together for more compact view of the monthly calendar

uncompressed:

Compressed:

Select

 Allows you to highlight days / hours within the calendar to add work pattern manually
Painter

Allows you to paint days / hours into the calendar, highlight the days / hours required for that job. When highlighting a day (month view mode)once added to the calendar this can then be dragged to adjusted in day / week view or double clicked to then manually adjust date and times

Used in conjunction with the shift and places fields to make it quick to setup the requirements for that job


Shift - Select the appropriate shift type from the dropdown list, this will allow you to "paint" the shifts into the appropriate days

Number of Places - use Number of Places to the appropriate numbers of places for the shift you are about to paint

Select all unfilled shifts today or in the future - once clicked will select the appropriate shifts so you can make adjustments as required

 

ClosedCandidates Panel

Displays all candidates that have the job title and are marked as Temp, results are sorted by % Availability and then by Distance (Distance Search licences required)

favourite column - will display the icon if the candidate is the users favourite

CL Rating - client rating, will display Company Review entries, you can record feedback for workers within the candidate or company record (only Company (Client) scores will display), a 1 star will display a block icon, this can be set to prevent placement

% Available – will display if the candidate is available for that shift, if you have multi-selected shifts then it will calculate based on all shifts selected (for example, I highlight 3 shifts and the candidate is marked as unavailable for one they will be 66% Available)

+Avail* - you can add this column to the grid (see grid views section) which will display number of shifts the candidate has been marked as (positively) available via the green painter, it will then display the number of shifts selected (for example 2 / 3 would indicate the candidate is positively available for 2 out of the 3 shifts selected)

Dist. - Distance (if applicable, see Temp Defaults for more information) will display how far from the job location is the candidate is based, this column may require some grid layout changes

Compliance Checks - All candidates placed into temp shifts will be checked for compliance, within the unfilled jobs board it has already checked compliance and is displayed with an overall compliance icon:

Other columns can be added via column chooser (see grid views for more details)

Other Columns available

Will display if the candidate has been placed at the company previously

Mobile

 Displays the candidates mobile number
Avg Rating Displays the Average candidate review score across all Temp placements
CN Rating Displays candidate review scores for the candidate at the Company
IR35 Displays the IR35 status
Q&C Displays whether the candidate has the required Q&C's as recorded within the job
Attr. Displays whether the candidate has the required Attributes as recorded within the job
BL Displays whether the candidate is blocklisted against the Company
DRB Displays whether the candidate will contravene WTD Daily Rest Break
MWH Displays whether the candidate will contravene WTD Maximum Working Hours
WRB Displays whether the candidate will contravene WTD Weekly Rest Break

 

ClosedCompliance Wizard

Percentage of all Shifts that the Candidate is available for:

calculates the availability of the candidate against each shift you have confirmed them into. So if you have put them into 4 shifts and only available for 3 it would display 75% availability.

 

Has passed Blocklist checks for this Company and Job location, the Temp settings will effect if :

PREVENT

Displayed if candidate is Blocklisted from the Company you are attempting to place at and will not be allowed to be placed
WARN

Displayed if candidate is Blocklisted from the Company you are placing at, serving as a warning but will allow you to Place candidate
PASS

Displays if candidate is NOT Blocklisted from the Company you are placing at

 

Has been marked as meeting EAA requirements (this can be deactivated via Global Temp Settings):

PREVENT

Displayed if candidate EAA is not ticked in their record and will not be allowed to be placed
WARN

Displayed if candidate EAA isnot ticked in their record, serving as a warning but will allow you to Place candidate
PASS

Displays if candidate EAA is ticked in their record

 

Has the Job's Job Title:

PREVENT

Displayed if candidate does not have the Job Title (in the Job record) within their candidate record and will not be allowed to be placed
WARN

Displayed if candidate does not have the Job Title (in the Job record)within their candidate record, serving as a warning but will allow you to Place candidate
PASS

Displays if candidate has the required Job Title in their record

 

Has the Job's Essential Attributes:

PREVENT

Displayed if candidate does not have the Attributes you have required attributes (in the Job record) within their candidate record and will not be allowed to be placed
WARN

Displayed if candidate does not have the Attributes you have required attributes (in the Job record) within their candidate record, serving as a warning but will allow you to Place candidate
PASS

Displays if candidate has the required attributes in their record that are listed in the Job record

 

Has all of the Job's Essential Qualifications and Certifications:

PREVENT

Displayed if candidate does not have the Quals & Certs you have recorded (in the Job record) within their candidate record and will not be allowed to be placed
WARN

Displayed if candidate does not have the Quals & Certs you have recorded (in the Job record) within their candidate record, serving as a warning but will allow you to Place candidate
PASS

Displays if candidate has the required Quals & Certs in their record that are listed in the Job record

Note:- Q&C check will depend on admin General settings

 

Has Complied with the following regulations:

Working Time Directive regulations can be enabled to check if shifts being confirmed will comply with each element of the Working Time Directive, settings can be found within the Global Temp Settings admin area

Average maximum weekly working hours - will check if the candidates hours will exceed the maximum set within the Regulations settings
Daily rest breaks - will check if the candidates break between shifts is sufficient in accordance with your Daily Rest Break settings
Weekly rest breaks - will check if the candidates Weekly Rest break is sufficient in accordance to your Weekly Rest Break settings

 

 

Phone – will allow you to log calls to the candidate(s) as desired, hold CONTROL to multi-select entries within the candidates panel

Comms Centre – allows you to access the job shortlist Comms Centre, to email job details to the candidate(s) as desired

CV Submit - This allows you to select and submit multiple Candidate CVs to the Job. See CV Submit for more details

 

ClosedMapping Candidates to the Temp Job

If you have Distance Search licence you are able to access Bing Maps and display location of both the candidate and job, journey time and display the route. In addition you are able to highlight other candidates and show their location, journey time and route.

 

 

 

ClosedCancelled / Removed shifts

 

There is a tick box on Shift Planner search panel to ‘Include Cancelled/Removed Shifts’ when searching.

When ticked, placements are returned that have cancelled/removed shifts in the current view (1,7,14,21,28 days). This enables placements where shifts have been cancelled for the whole date period to be returned.

This can be ticked on its own or combined with the existing ‘Include Unfilled Shifts’ and ‘Filled Shifts’ tick boxes.

Cancelled / removed shifts logged as ‘No show / Holiday / Illness’ are always shown in the Shift Planner calendar, but all other cancelled / removed shifts are shown only if the settings to show them is ticked in User Option / Planners tab.

 

The Shift Planner Comms Wizard excludes placements with only cancelled/removed shifts in the current view because its primary function is to send details on filled placement shifts and/or unfilled jobs shifts only.

 

 

ClosedPlacing Candidates

Place Candidate – Confirmed – will fill the shift you have selected with the candidate you have selected, you can select Awaiting Confirmation if required (this can be set to default to confirmed or awaiting confirmation via general settings) see the unconfirmed placements board if using the Awaiting Confirmation status. If you are using Confirmed then the shifts will be confirmed and then use the Shift Planner or Temp Planner to manage the candidate, including editing assigned shifts etc...

Shift Confirmations

NB:- When placing candidates into confirmed shifts you may have a system prompt to send out confirmation email / SMS to candidate and contact, see the Global Temp Defaults General settings. This may also be sent automatically to candidate and / or contact.

 

Bulk Placing Candidate

You can select up to 20 candidates within the candidate panel, holding CTRL or SHIFT will allow you to multi-select, and then clicking on Placement button will activate the Bulk Placement Wizard:

Candidates that have passed all checks will be ticked, candidates with warnings will require a user to confirm (tick the Place checkbox) and if there is any preventions then you will not be able to tick

It will then confirm that the shifts have been assigned to the candidate:

ClosedConfirmation Options

You can set how you wish the system to send confirmation emails and or SMS messages when confirming placements:

None - will do nothing when confirming assigned shifts

Prompt - will offer a dialogue box to send email or SMS to the candidate and / or contact (NOTE: - there is no preview of the email or SMS

Auto - will automatically send confirmation to the candidate and / or contact

Placement Comms Centre - will launch the Comms Centre when confirming placements

 

 

ClosedShift Planner Comms Wizard

 

The Shift Planner Comms Wizard allows you to send Emails or SMS messages to Candidates & Contacts without leaving the Shift Planner. For example -

  • Send All Candidates their shift details for the upcoming 7 days
  • Send a Contact a list of all the Candidates due on site in the next 7 days, complete with their shift times
  • Send a list of unfilled shifts for the next 14 days to the Contact to discuss in your next call

The Shift Planner Comms Wizard can send Emails or SMS messages in bulk to Candidates or Contacts and is based upon the current view within the Shift Planner e.g. 1, 7 or 14 days view.

* When using the Comms Wizard tool you must use the Wizard merge codes within the templates.

 

Results can be selected beforehand to target specific recipients, or you can go into the comms wizard and select the total search results (as per the total numbers at the bottom of the grid)

When the comms wizard is loaded, the window title bar displays the date range from your Shift Planner current view

The first section is Step 1 – Select Results

Requires you to choose the results to use from the Shift Planner

The options available are dependent on the type of results (job / placement) and whether results were selected prior to entering the comms wizard

Please note, when searching filled shifts only, placement results are returned and total job results are not available. However, job rows can be selected manually in this view and will be available in the ‘Selected job results’ option

The second section is Step 2 – Select Recipients and what to send

Requires the user to choose the recipients of those results selected in Step 1, and what to send them. There is an info button against each option that shows which comms centre will be used to send the communication

The options available are dependent on the type of results selected i.e. job/placement in Step 1 and for the Job Main Contact section whether unfilled/filled shifts were searched in the Shift Planner search criteria panel:

Placement Candidate - available if placement results are selected

  • A summary list of all their placements shifts

One email per candidate sent from the Candidate Comms Centre

  • Full placement details and shifts

One email per placement sent from the Placement Comms Centre

Job Main Contact - available if job results are selected

  • A summary list of all their job unfilled shifts - available if only unfilled shifts is searched

One email per contact sent from Contact Comms Centre

  • A summary list of all their job placement shifts - available if only filled shifts is searched

One email per contact sent from Contact Comms Centre

  • A summary list of their job unfilled and/or placements shifts - available if both unfilled and filled shifts are searched

One email per contact sent from Contact Comms Centre

  • Full job details and unfilled shifts - available if only unfilled shifts is searched

One email per job sent from Job comms centre

  • Full job details and job placement shifts - available if only filled shifts is searched

One email per job sent from Jobs Comms Centre

  • Full job details, unfilled and placement shifts - available if both unfilled and filled shifts are searched

One email per job sent from Jobs Comms Centre

Placement Main Contact -available if placement results are selected

  • A summary list of all their placement shifts

One email per contact sent from Contact comms centre

  • Full placement details and shifts

One email per placement sent from placement comms centre

Open Comms Centre

The button is enabled when the recipients and what to send have both been selected in Step 2

When pressed, the comms wizard steps window is closed and cannot be returned to. The applicable email Comms Centre is loaded along with the recipients in the ‘Merge To’ section. The default templates can be pre-set via the Global Temp Settings under Administration.

The comms centre behaves as per standard rules. If required, for example, the user can switch to SMS and send the recipients a SMS message.

 

 

ClosedSnap to Grid View

Snap to Grid OFF

Job and placement shifts are plotted in the calendar relative to their shift start and end times

Snap to Grid ON

Shifts can optionally be plotted using the column width, allowing more label text to be displayed

‘Snap to grid’ is switched on via the right click calendar menu and last setting is remembered

Columns displayed in the calendar are set using the ‘Time Scales’ option in the right click menu. This currently defaults to show days as two columns AM/PM. Shifts with start and end times that fall within an AM or PM column plot to that width rather than a full day.

 

Other Temp content:

Temp Candidate - marking candidates as Temp and assigning Job Titles
Temp Job - creating Temp Job and setting up shifts
Temp Planner - Review of Temp candidates availability, directly place and manage shifts
Shift Planner - All-in-one Planner, review unfilled, filled and cancelled / removed shifts, all shift functions available
Shift Patterns - Quickly add long term shifts and / or a frequent rotation of shifts to a Temp calendar
Temp Placement - Access Temp placement records to make specific adjustments
Direct Placing - Placing candidates directly into Temp jobs

 

 

 

 

ClosedContact Details

If you require further assistance please contact Voyager on :

Local+44 (0)800 008 6262
Overseas+44 (0)1256 845 000
   
Press 1New Business Saleshello@voyagersoftware.com
Press 2Supportsupport@voyagersoftware.com
Press 3Customer Servicesclientsuccess@voyagersoftware.com
   

Visit our website for future events and clinics www.voyagersoftware.com

 

ClosedFeedback

If you would like to make suggestions or have found any errors with this Help section please complete the query form here

Click to access System Status

 

ClosedCopyright © 2024 Voyager Software by Ikiru People Ltd. All rights reserved

Version 4.87

Voyager Software is a brand of Ikiru People Ltd, a subsidiary of Dillistone Group Plc. The group is a leading global provider of software and services that enable recruitment agencies and in-house recruiters to better manage their selection process and address the training needs of individuals. Across its brands – which include Voyager Software (recruitment software UK & Australia), Dillistone FileFinder executive search software, GatedTalent, the global database of the world’s leading executives, Talentis.Global – the next generation of recruitment software and also ISV.Online, provider of online pre-employment skills testing and training tools. Dillistone Group serves thousands of clients worldwide. Ikiru People Ltd: Registration Number 02043300. Registered in England & Wales.