Agent Portal

Overview

The agent workspace lets you manage worker profiles and apply for jobs on their behalf. This guide explains how to access the workspace, add and update workers, submit and track applications, and help approved workers complete their employment details and documents.

Access the agent workspace

Before you can access the agent workspace, the business hiring the workers you recruit will send you an invitation email.

1. Open the invitation email and click Accept invitation.
2. If you already have an account, sign in using the email address that received the invitation.
3. If you do not have an account, click Create account, enter your details and click Create account.
4. If you created a new account, open the verification email and click Verify email address. When your browser confirms that your email has been verified, click Continue.

You will arrive on the Worker profiles page. A message confirms that you have joined the organisation’s agent workspace.

Trouble accessing your account

• If you entered the wrong email address when creating an account, click Change email to correct it and receive a new verification link.
• If the verification email has not arrived or the link has expired, click Resend verification email. Verification links expire after 60 minutes.
• If the invitation link has expired, ask the business that invited you to send a new invitation.

Switch between organisations

If you belong to more than one organisation, click the name of your current organisation at the top right of the screen. Under Organisations, select the organisation whose workspace you want to open.

Worker profiles list

Click Workers in the navigation bar to view the worker profiles. Click a worker’s row to view their personal details, contact information, work status, next of kin, CV and application history.

Column	What it shows
Worker	The worker’s name.
Date of birth	The worker’s date of birth.
Work status (visa)	The worker’s work status or visa type and expiry date, where applicable.
Contact	The worker’s contact number, where provided.
Previous approvals	The number of previously approved applications and the year of the most recent approval.

Enter a name in Search worker name to find a worker. Use the dropdown to filter by Active workers, Inactive workers, Visa valid, Visa invalid or Previous approved.

Use the page numbers or arrows below the table to move between pages and Rows per page to change how many workers are shown.

Visa expiry indicators: In the Work status (visa) column, an expired date appears in red. If a visa expires within 90 days, the date appears in bold with the number of days remaining.

Add a worker

1. Click Add worker near the top right of the Worker profiles page.
2. Complete the worker’s details:

Section	Fields
Personal	First name, last name, gender and date of birth. All are required.
Contact	Mobile, unit, street, city and postcode are marked as required. Email and phone are optional.
Work Status / Visa	Work status type is required. Nationality, passport number and visa expiry are optional.
Next of Kin	Name, contact number and address are optional.
CV	Click Choose file to upload a DOC, DOCX or PDF file up to 2 MB. The CV uploads when you add the worker.

3. Click Add worker to save the profile.

Edit a worker

1. On the Worker profiles page, click the worker you want to update.
2. Click Edit worker near the top right of their profile.
3. Update the worker’s details as needed.
4. Click Save changes.

Deactivate a worker

1. On the Worker profiles page, click the worker you want to deactivate.
2. Click Deactivate worker near the top right of their profile.
3. Click Deactivate worker again to confirm.

The worker will no longer appear in the active workers list or be available for new applications. Their existing applications and records will remain available.

Reactivate a worker

1. On the Worker profiles page, open the Active workers dropdown and select Inactive workers.
2. Click the worker you want to reactivate.
3. Click Reactivate worker near the top right of their profile.
4. Click Reactivate worker again to confirm.

Apply for a job on behalf of workers

Jobs do not automatically appear in your agent workspace. You will need a link to the job listing, which the business hiring the workers may share on its website, on social media or by email. If you cannot find the link, contact the business and ask for it.

Complete each worker’s answers with them so they can provide their information and authorise you to submit the application.

1. Open the job listing link, review the job details and click Select workers to apply.
2. Use Search worker name to find a worker, or filter the list by All workers, Visa valid or Previous approved. The table shows each worker’s visa status and previous approvals. Expired visa dates appear in red; dates within 90 days of expiry appear in bold with the days remaining.
3. To check a worker’s details, click their name to preview their profile and application history. To make a change, click Open full profile, then Edit worker. Save your changes and return to the application tab. Their details will refresh automatically.
4. Tick the workers you want to apply for the job, then click Continue.
5. If the job has no questions, Continue takes you directly to Review & submit. Follow the review and submission steps below.
6. Complete the questions with the first worker. Required questions are marked with an asterisk (*) and answers save automatically.
7. Click Save and next worker to move through the list, or click a worker’s name in the left panel to answer their questions in another order. After completing the questions for every worker, click Continue to review.
8. To add or remove workers while answering questions, click Back to worker selection, update your selection and click Continue. If you remove a worker who has saved answers, you will be asked to confirm that those answers can be deleted.
9. To finish later, click Save & exit. You can reopen the application from the Draft tab on the Applications page.

8. On the Review & submit page, check each worker’s status. If it shows Profile incomplete, hover over the warning icon beside their name to see what information is missing. Click the worker’s name to preview their profile, then Open full profile to edit it in a new tab. Click Edit worker, complete the missing details and Save changes. When you return to the application tab, their details and status will refresh. All workers must show Ready before you can submit.
9. Click View answers to review a worker’s responses. Click Edit answers to change them, then Continue to review to return to this page. For jobs without questions, the answers column shows No job questions.
10. To leave a worker out of the submission, click Remove in their row. This deletes their saved answers. Click Remove worker to confirm, or Cancel to keep them in the application.
11. Tick the declaration confirming that you are authorised to submit on the workers’ behalf and, where applicable, that they provided their answers.
12. Click Submit. A separate application is created for each worker included. A progress bar shows the submission progress. When the success message appears, click View applications to see the submitted applications.

Application drafts

Click Applications in the navigation bar, then select the Draft tab to view bulk applications you have saved but not submitted.

Column	What it shows
Job	The job title.
Employer	The business hiring the workers.
Location	The job location.
Workers	The number of workers selected in the draft.
Status	The application’s draft status.
Updated by	The agent who last updated the draft.
Last updated	The date the draft was last updated.
Actions	Discard removes the draft.

Use the page numbers or arrows below the table to move between pages and Rows per page to change how many drafts are shown.

Continue a draft

1. Click the draft’s row to reopen the bulk application.
2. Continue the application from where you left off. For instructions, see Apply for a job on behalf of workers above.

Discard a draft

1. Find the draft you want to remove and click Discard in its Actions column.
2. Click Discard draft to confirm.

Applications list

Click Applications on the navigation bar. Use the Applied tab to view submitted applications or the Draft tab to return to bulk applications you have saved but not submitted. On the Applied tab, you can search by job title, employer or worker name.

Applied table

Each row shows a job and the number of workers at each application stage.

Column	What it shows
Job	The job title.
Employer	The business hiring the workers.
Location	The job location.
Applicants	The total number of workers who applied for the job.
Pending	The number of applications still pending.
Approved	The number of approved applications.
Confirmed	The number of confirmed applications.
Declined	The number of declined applications.
Last updated	The date an application for the job was last updated.

An Approved count greater than zero is highlighted in green, so you can quickly find applications that are ready for you to progress through contract signing on the workers’ behalf.

Use the page numbers or arrows below the table to move between pages and Rows per page to change how many jobs are shown.

View applications for a job

On the Applied tab, click a job’s row to view its applications. The top of the page shows the job title, employer, employee type, pay rate, location and start date. Click More job details to see additional information.

The cards show the Total applicants and how many applications are Pending, Approved, Confirmed or Declined. Use the search box to find a worker by name.

Column	What it shows
Applicant	The worker’s name.
Date of birth	The worker’s date of birth.
Contact	The worker’s contact number, where available.
Status	The current application status.
Submitted by	The agent who submitted the application.
Contract assisted by	The agent who assisted with the contract, where applicable.
Submitted	The date the application was submitted.

You can click a worker’s application to open it for further action or review only when its status is Approved or Confirmed.

Use the page numbers or arrows below the table to move between pages and Rows per page to change how many workers are shown. Click Back to applications to return to the applications list.

Approved applications

1. After you submit an application, it appears as Pending in the Applied table. Return to this table to check its status.
2. When an application is approved, a green number appears in the Approved column. Click the job’s row to open its applications.
3. The Approved card is selected by default and shows the approved applicants. Open each applicant’s row with the worker present so they can review the agreement, provide their details and sign the declaration themselves.
4. Click View Employment Agreement and review it with the worker. If they agree to its terms, tick The worker agrees to and accepts the Employment Agreement.
5. Scroll down and complete any missing Personal details and Address fields.
6. Enter the worker’s IRD number and select their Tax code. Click Check IRD tax code guidance if you need help choosing a code.
7. Upload the required Identity documents and enter the passport number where requested. Images must be clear colour JPG or PNG files, up to 5 MB each.
8. Check the Account name and enter the worker’s New Zealand Bank account number. You can also select the Bank name, but this is optional.
9. Check the worker’s Nationality and select their Ethnicity. If it is not listed, select Other and enter it in the Enter ethnicity field.
10. Ask the worker to sign the Worker declaration themselves. They can click Clear at the bottom right of the signature box if they need to sign again.
11. Check the Sign date. It defaults to today’s date but you can change it if needed.
12. Click Submit confirmation. Repeat these steps for each remaining approved applicant.

Once you’ve submitted the confirmation, there’s nothing else you or the worker need to do. You can review the worker’s confirmation details and documents at any time by following the steps in Confirmed applications below. The employer can now import the worker into AgriSmart from their end.

Confirmed applications

1. On the Applied tab, click the job’s row, then select the Confirmed card.
2. Click a worker’s row to review their confirmation details and documents.
3. Click Download beside an available document to download it. For an identity document, click Preview full size to view or download it.