GigSmart Glossary
Everything there is to know about flexible work and workforces, for businesses and professionals.
GigSmart Glossary
Everything there is to know about flexible work and workforces, for businesses and professionals.
This glossary is for informational purposes only and does not constitute legal, tax, or compliance advice. Consult a qualified professional for guidance specific to your situation.
A
Absenteeism
When workers regularly miss scheduled shifts without notice. High absenteeism drives up costs and puts extra pressure on the rest of your team — which is exactly why having a flex crew on standby matters.
Read more → SchedulingACA Compliance
Following the rules of the Affordable Care Act, which requires businesses with 50+ full-time equivalent employees to offer health coverage or face penalties. Tracking FTE counts across a blended workforce of core team and flex workers matters.
Read more → ComplianceApplicant Tracking
Software or system that manages the hiring pipeline — from posting a role to tracking candidates through interviews and offers. Keeps everything organized so no one falls through the cracks.
Read more → Platform FeatureAt-Will Employment
An employment arrangement where either the employer or worker can end the relationship at any time, for any legal reason. Most hourly and flex positions in the U.S. operate on an at-will basis, though rules vary by state.
Read more → ComplianceAttendance Tracking
A system or process used to monitor and record when employees clock in, clock out, and take breaks. Essential for payroll accuracy and compliance with labor laws.
Read more → Platform FeatureB
Background Check
A pre-employment screening process that verifies a candidate's work history, criminal record, and other relevant information to ensure they meet safety and compliance standards.
Read more → ComplianceBatch Scheduling
The process of creating multiple shifts or assignments at once, rather than scheduling workers individually. This saves time for managers handling large teams.
Read more → Platform FeatureBench Strength
The depth of qualified, ready-to-work talent you can call on when demand spikes. A strong bench means you're never scrambling to fill shifts.
Read more → Worker TypeBilling Cycle
The regular interval (weekly, bi-weekly, or monthly) at which a business is invoiced for services, such as temporary staffing or workforce management tools.
Read more → Payment TermBreak Compliance
Federal and state rules governing when and how long workers get breaks during a shift. Requirements vary by state, so staying compliant means knowing the local rules.
Read more → ComplianceC
Candidate Pool
A database of pre-screened, qualified workers who are ready to fill open shifts. Having a robust candidate pool reduces time-to-fill for urgent staffing needs.
Read more → Worker TypeCapacity Planning
The process of determining how many workers are needed to meet anticipated demand, helping businesses avoid understaffing or overstaffing.
Read more → SchedulingCertification Verification
The process of confirming that a worker has the required licenses, certifications, or training (such as food handler permits or CPR certification) for specific roles.
Read more → ComplianceClock-In/Clock-Out
The action of recording when a worker starts and ends their shift, typically through a mobile app, time clock, or digital platform.
Read more → Platform FeatureCompliance Management
Tools and processes that help businesses adhere to labor laws, tax regulations, and industry standards, reducing legal and financial risks.
Read more → ComplianceContingent Worker
Anyone who works for your business on a non-permanent basis — flex workers, freelancers, seasonal staff. They give you the agility to scale up or down based on actual demand.
Read more → Worker TypeD
Daily Pay
A payment option that allows workers to access their earned wages at the end of each workday, rather than waiting for a traditional pay cycle. Improves worker satisfaction and retention.
Read more → Payment TermDemand Forecasting
Using historical data and trends to predict future staffing needs, helping businesses prepare for busy periods or seasonal fluctuations.
Read more → SchedulingDirect Hire
When a business brings a worker on as a permanent employee from day one, skipping the temp-to-hire phase. GigSmart's G-Board connects you with candidates ready for full-time roles.
Read more → Worker TypeDuty of Care
An employer's legal and ethical obligation to provide a safe working environment. Covers everything from proper training to equipment safety and workplace conditions.
Read more → ComplianceE
E-Verify
An online system run by the federal government that lets employers confirm a worker's employment eligibility. Required in some states, optional in others, and increasingly common in staffing.
Read more → ComplianceEarned Wage Access
A benefit that lets workers access a portion of their pay before the regular payday. Helps with cash flow and can be a real differentiator when attracting hourly talent.
Read more → Payment TermEmployee Classification
The designation of workers as W-2 employees, 1099 contractors, or other categories, which determines tax obligations, benefits, and legal protections.
Read more → Worker TypeEmployee Onboarding
The process of getting a new hire up to speed — paperwork, training, introductions, the works. A smooth onboarding experience means workers are productive faster and more likely to stick around.
Read more → Platform FeatureEmployer of Record (EOR)
A third-party organization that handles payroll, taxes, and compliance on behalf of the hiring business. Useful when you need workers in new markets without setting up a local entity.
Read more → ComplianceExempt vs. Non-Exempt
The classification that determines whether a worker is eligible for overtime pay under the FLSA. Non-exempt workers must be paid overtime; exempt workers are not. Misclassification is one of the most common — and costly — labor law violations.
Read more → ComplianceF
Fill Rate
The percentage of open shifts or positions that actually get filled. A high fill rate means your staffing process is working — a low one means it's time to rethink your approach.
Read more → SchedulingFlex Worker
An on-demand worker who picks up shifts as needed, providing businesses with flexible staffing without long-term commitments. Also called temporary or contingent workers.
Read more → Worker TypeFLSA (Fair Labor Standards Act)
The federal law that sets minimum wage, overtime pay, and child labor standards. It's the baseline for nearly every wage and hour rule your business needs to follow.
Read more → ComplianceFloating Holiday
A paid day off that workers can use whenever they want, rather than on a fixed calendar date. It's a flexible perk that hourly workers especially appreciate.
Read more → Payment TermFull-Time Equivalent (FTE)
A metric that converts part-time and temporary work hours into the equivalent of full-time positions, used for budgeting and workforce planning.
Read more → Worker TypeG
Geo-Fencing
Technology that uses GPS to verify a worker's location when they clock in or out, ensuring they are on-site and preventing time theft.
Read more → Platform FeatureGhost Shift
A scheduled shift where the assigned worker doesn't show up and doesn't notify anyone. On-demand staffing platforms help you backfill ghost shifts fast so operations keep moving.
Read more → SchedulingGeneral Labor
Work that requires minimal specialized training and doesn't demand specific credentials or certifications. General labor includes tasks like loading, stocking, cleaning, and basic assembly.
Read more → Worker TypeGig Worker
A worker who takes on short-term, project-based work rather than traditional employment. Whether a gig worker is classified as a W-2 employee or 1099 contractor depends on the specific working relationship — not just the job title. Getting classification right is critical.
Read more → Worker TypeGross Pay
The total amount a worker earns before deductions like taxes, insurance, or retirement contributions. What shows up on the top line of a pay stub.
Read more → Payment TermH
Headcount
The total number of workers on your payroll at any given time. Managing headcount alongside a flex crew gives you the right balance of stability and agility.
Read more → Worker TypeHiring Funnel
The step-by-step path a candidate takes from application to offer. Tracking where candidates drop off helps you fix bottlenecks and fill roles faster.
Read more → Platform FeatureHoliday Premium
Extra pay — usually time-and-a-half or double time — for shifts worked on recognized holidays. Required by some state laws and common in hospitality and retail.
Read more → Payment TermHourly Rate
The amount paid per hour of work, commonly used for temporary, part-time, and flex workers.
Read more → Payment TermI
I-9 Verification
The federally required process of confirming a worker's identity and authorization to work in the United States. Every new hire — permanent or temporary — must complete an I-9 form within three business days of their start date.
Read more → ComplianceIndependent Contractor
A self-employed worker who provides services under a contract but isn't on your payroll. Classification depends on factors like control over how work is done, financial arrangement, and the nature of the relationship — not just a label. Misclassifying a worker can lead to serious legal and financial consequences.
Read more → Worker TypeInstant Notifications
Real-time alerts sent to workers and managers about shift changes, cancellations, open shifts, or other important updates.
Read more → Platform FeatureInternal Mobility
Moving existing workers into new roles or departments within the same company. It's often faster and cheaper than hiring externally, and it boosts retention.
Read more → Worker TypeInvoice Reconciliation
The process of matching invoices against actual hours worked and agreed-upon rates. Keeps your labor costs accurate and prevents billing surprises.
Read more → Payment TermJ
Job Description
A clear outline of what a role involves — responsibilities, requirements, pay range, and schedule. The better the description, the better the candidates who apply.
Read more → Platform FeatureJob Match
An automated feature that connects available workers with open shifts based on their skills, certifications, location, and availability. GigSmart's Smart Hire uses AI-driven matching to speed up the process.
Read more → Platform FeatureJust-In-Time Staffing
Bringing on workers exactly when and where you need them, rather than keeping a large permanent roster. It's the staffing equivalent of lean manufacturing — less waste, more flexibility.
Read more → SchedulingK
Key Performance Indicator (KPI)
A measurable value that shows how well your workforce strategy is performing. Common staffing KPIs include fill rate, time-to-fill, retention rate, and no-show rate.
Read more → Platform FeatureKnowledge Transfer
The process of passing critical job knowledge from one worker to another — especially important during onboarding or when transitioning between core team members and flex workers.
Read more → SchedulingKronos
A widely used workforce management software (now part of UKG). Many businesses use it for time tracking, scheduling, and payroll before exploring more flexible, modern alternatives.
Read more → Platform FeatureL
Labor Cost Management
The process of tracking and optimizing spending on wages, benefits, and staffing to maintain profitability while meeting operational needs.
Read more → Payment TermLabor Law Compliance
Ensuring that all employment practices meet federal, state, and local regulations, including wage laws, overtime rules, and worker protections.
Read more → ComplianceLabor Market
The supply and demand dynamics for workers in a given area, industry, or role. Understanding your local labor market helps you set competitive rates and fill shifts faster.
Read more → SchedulingLabor Shortage
When there aren't enough qualified workers to fill available positions. On-demand staffing platforms help close the gap by connecting you with flex workers who are ready to go.
Read more → SchedulingLast-Minute Staffing
The ability to fill open shifts quickly — often within hours — when workers call out or unexpected demand arises.
Read more → SchedulingM
Markup Rate
The percentage a staffing agency adds on top of a worker's hourly rate to cover overhead, profit, and risk. Lower markups mean more of your staffing budget goes toward actual labor.
Read more → Payment TermMinimum Wage Compliance
Adhering to federal, state, and local minimum wage laws, which vary by location and may include different rates for tipped employees.
Read more → ComplianceMobile Workforce
Workers who aren't tied to a single physical location — they move between job sites, client locations, or work remotely. Managing a mobile workforce requires real-time communication tools.
Read more → Worker Typemulti-location-scheduling
Multi-Location Scheduling
Coordinating shifts and staffing across multiple sites from a single platform. Essential for businesses with more than one location so you can see the full picture at a glance.
Read more → Platform FeatureN
Net Pay
What workers actually take home after all deductions (taxes, insurance, garnishments) are subtracted from gross pay. Also called take-home pay.
Read more → Payment TermNight Differential
Additional pay for shifts worked during overnight hours, typically between 11 PM and 6 AM. Common in healthcare, manufacturing, and hospitality.
Read more → Payment TermNo-Show Rate
The percentage of scheduled workers who fail to appear for their shifts without notice. High no-show rates disrupt operations and increase costs.
Read more → SchedulingNon-Compete Agreement
A contract clause that restricts a worker from joining a competitor for a set period after leaving. Enforceability varies widely by state and is increasingly being limited by new legislation.
Read more → ComplianceO
Offer Letter
A formal document extending a job offer to a candidate, outlining the role, pay, start date, and any conditions. It's the bridge between 'you're hired' and day one.
Read more → ComplianceOn-Call Worker
A worker who is available to work on short notice but is not guaranteed a set number of hours. Often used for unpredictable staffing needs.
Read more → Worker TypeOn-Demand Staffing
A flexible workforce model where businesses can request workers as needed, without long-term commitments or contracts. GigSmart's G-Flex makes it easy to post shifts and get matched with qualified flex workers.
Read more → Worker TypeOnboarding
The process of integrating new workers into a business, including training, paperwork, compliance checks, and orientation.
Read more → ComplianceOpen Shift
An available work shift that has not yet been assigned to a worker. Workers can claim open shifts through a platform or app.
Read more → SchedulingOSHA Compliance
Meeting the workplace safety standards set by the Occupational Safety and Health Administration. Applies to nearly every workplace and covers everything from protective equipment to hazard communication.
Read more → ComplianceOvertime
Hours worked beyond the standard 40-hour workweek (or daily threshold in some states), which must be paid at a higher rate (at least 1.5x) under federal law. Some states require even higher rates or have different overtime thresholds.
Read more → ComplianceP
Pay Transparency
The practice of sharing salary ranges in job postings or internally. Increasingly required by state and local laws, and workers overwhelmingly prefer employers who are upfront about pay.
Read more → CompliancePayroll Processing
The administrative task of calculating wages, withholding taxes, and disbursing payments to workers, either handled in-house or by a third party.
Read more → Platform FeaturePayroll Tax
Federal and state taxes employers must withhold and pay on behalf of workers, including Social Security, Medicare, and unemployment contributions. Getting payroll tax right is non-negotiable — mistakes mean penalties.
Read more → Payment TermPeak Season Staffing
Ramping up your workforce during high-demand periods — holidays, summer, events. Having a reliable flex crew means you can scale without the overhead of permanent hires.
Read more → SchedulingPer Diem Worker
A worker hired on a day-by-day basis, often in healthcare or education, providing coverage for absences or temporary needs.
Read more → Worker TypePredictive Scheduling Laws
Regulations that require employers to provide advance notice of work schedules and compensate workers for last-minute changes. Requirements vary by location.
Read more → CompliancePrevailing Wage
The minimum hourly rate set by the government for workers on publicly funded construction and service projects. Rates vary by location and trade, and compliance is mandatory on government contracts.
Read more → Payment TermPTO Policy
The rules governing paid time off — vacation, sick days, personal days. PTO policies vary widely by employer and are increasingly regulated at the state and city level.
Read more → Payment TermQ
Qualified Staffing Agency
A staffing provider that meets industry standards for vetting, compliance, and placement quality. Look for track records, not just promises.
Read more → Worker TypeQueue Management
Organizing and prioritizing incoming shift requests, applications, or support tickets. Good queue management means nothing gets lost and the most urgent needs get handled first.
Read more → Platform FeatureQuota
A target number — of hires, filled shifts, or hours — set for a specific period. Useful for measuring staffing performance but only meaningful if the targets are realistic.
Read more → SchedulingR
Real-Time Reporting
Instant access to data on labor costs, worker attendance, and shift coverage, enabling managers to make informed decisions quickly.
Read more → Platform FeatureRedeployment
The practice of reassigning workers from one location, department, or task to another based on changing business needs.
Read more → SchedulingRetention Rate
The percentage of workers who continue to work with a business over time. Higher retention reduces recruitment and training costs.
Read more → SchedulingRight-to-Work Laws
State laws that prohibit requiring union membership as a condition of employment. Active in many states and important to understand when hiring across state lines.
Read more → ComplianceS
Seasonal Worker
A temporary worker hired to meet increased demand during specific times of the year, such as holidays or harvest seasons.
Read more → Worker TypeSelf-Scheduling
A feature that allows workers to select their own shifts from available openings, increasing flexibility and autonomy. GigSmart's G-Force gives your core team self-scheduling tools built right into the platform.
Read more → Platform FeatureShift Marketplace
A digital platform where businesses post open shifts and workers can browse and claim them based on their availability and skills. GigSmart's G-Flex is a shift marketplace that connects you with qualified flex workers on demand.
Read more → Platform FeatureShift Swapping
A feature that allows workers to trade shifts with one another, often subject to manager approval, reducing scheduling conflicts.
Read more → Platform FeatureSkill-Based Matching
Technology that matches workers to shifts based on their qualifications, experience, and certifications, ensuring the right fit for each role.
Read more → Platform FeatureStaffing Ratio
The number of workers relative to a specific metric like customers, patients, or production units. Getting the ratio right means you're neither overstaffed nor stretched thin.
Read more → SchedulingT
Talent Acquisition
The strategic process of identifying, attracting, and hiring the right people for your business. Goes beyond posting a job — it includes employer branding, sourcing, and building a pipeline of qualified candidates.
Read more → Platform FeatureTemp-to-Hire
A staffing arrangement where a worker is brought on temporarily with the option to transition to a permanent role based on performance.
Read more → Platform FeatureTime Theft
A broad term covering situations where paid time doesn't match actual time worked — whether that's workers clocking in early, buddy punching, or taking extended breaks, or employers requiring off-the-clock work. Accurate time tracking tools help both sides stay honest.
Read more → ComplianceTime-to-Fill
The amount of time it takes to fill an open position or shift from the moment it's posted to when a worker is assigned.
Read more → SchedulingTimesheet Approval
The process of reviewing and confirming worker hours before payroll runs. Digital approvals speed this up and reduce errors compared to paper-based systems.
Read more → Platform FeatureTurnover Rate
The percentage of workers who leave your organization over a given period. High turnover is expensive — recruiting, training, and lost productivity add up fast.
Read more → Worker TypeU
Unemployment Insurance
A state-administered program that provides temporary income to workers who lose their jobs through no fault of their own. Funded by employer payroll taxes.
Read more → ComplianceUnion Labor
Workers represented by a labor union that collectively negotiates wages, benefits, and working conditions. Union rules affect scheduling, overtime, and staffing flexibility.
Read more → Worker TypeUtilization Rate
The percentage of available work hours that are actually filled with productive activity. Higher utilization means you're getting more value from your workforce spend.
Read more → SchedulingV
Variable Workforce
A staffing model that combines permanent employees with on-demand flex workers, scaling up or down based on real-time demand. It's how modern businesses stay agile without overspending.
Read more → Worker TypeVerification of Employment (VOE)
The process of confirming a worker's job history, dates of employment, and sometimes salary. Often required for background checks, loans, or new hire processing.
Read more → ComplianceVoluntary Turnover
When workers choose to leave on their own — as opposed to being let go. Tracking voluntary turnover helps you spot culture or compensation issues before they become a pattern.
Read more → Worker TypeW
W-2 Employee
A worker employed directly by a company, with taxes withheld by the employer and eligibility for benefits like health insurance and paid time off.
Read more → Worker TypeWage Theft
Illegal practices where workers are not paid correctly, such as unpaid overtime, off-the-clock work, or misclassification. Businesses must comply with labor laws to avoid penalties.
Read more → ComplianceWorker Classification
The legal distinction between employees (W-2) and independent contractors (1099), which affects tax obligations, benefits, and protections.
Read more → ComplianceWorkers' Compensation
Insurance that covers medical costs and lost wages when a worker is injured on the job. Required in nearly every state, and rates vary by industry and risk level.
Read more → ComplianceWorkforce Analytics
Data-driven insights into staffing patterns, labor costs, turnover, and productivity, used to optimize operations and make strategic decisions.
Read more → Platform FeatureWorkforce Management (WFM)
A set of tools and processes for scheduling, tracking, and optimizing labor resources to meet business needs efficiently. GigSmart's G-Force is a workforce management platform built for businesses with hourly teams.
Read more → Platform FeatureX
Cross-Training
Teaching workers skills outside their primary role so they can cover multiple positions. It's one of the best ways to build a resilient team that can adapt when plans change.
Read more → SchedulingY
Year-Over-Year (YoY) Analysis
Comparing workforce metrics from one year to the same period the previous year. Reveals trends in staffing costs, turnover, and seasonal demand that monthly snapshots can miss.
Read more → Platform FeatureYield Ratio
The percentage of candidates who move from one hiring stage to the next — like applications to interviews, or interviews to offers. Helps you spot where your hiring funnel needs work.
Read more → Platform FeatureZ
Zero-Hour Contract
An employment agreement with no guaranteed minimum hours — the employer offers shifts as needed, and the worker can accept or decline. Common in the UK and conceptually similar to on-demand staffing, though GigSmart's model differs in that workers always choose which shifts to accept.
Read more → Worker TypeZone-Based Scheduling
Assigning workers to specific geographic zones or areas within a facility to optimize coverage and reduce downtime. Especially useful for large venues, warehouses, and multi-floor operations.
Read more → Scheduling#
1099 Contractor
An independent contractor who is responsible for their own taxes and typically does not receive benefits. Named after the IRS form used to report their income.
Read more → Worker Type24/7 Operations
Businesses that run around the clock — hospitals, warehouses, hotels, manufacturing plants. Staffing a 24/7 operation requires careful shift planning and a reliable bench of flex workers for coverage gaps.
Read more → Scheduling90-Day Retention
The percentage of new hires still on the job after their first 90 days. It's one of the best early indicators of hiring quality and onboarding effectiveness.
Read more → Worker TypeT
Temporary Staffing Agency
A company that recruits, hires, and assigns workers to client businesses for short-term or project-based roles. The agency typically handles payroll, benefits, and employment compliance while the client directs the day-to-day work.
Read more → Worker TypeS
Staff Augmentation
A workforce strategy where businesses bring in external workers to supplement their existing team, filling skill gaps or adding capacity without the long-term commitment of traditional hiring.
Read more → Worker TypeE
Employee Misclassification
The practice of labeling a worker as an independent contractor when the nature of the working relationship meets the legal definition of an employer-employee relationship. Misclassification can result in back taxes, penalties, lawsuits, and regulatory enforcement actions.
Read more → ComplianceD
Day Labor
Short-term, often same-day work arrangements where workers are hired for specific tasks or shifts — typically in construction, landscaping, moving, warehouse work, or general labor. Day laborers are usually paid daily upon completion of their work.
Read more → Worker TypeE
Event Staffing
The process of sourcing and scheduling temporary workers to support events — concerts, conferences, sporting events, festivals, corporate functions, and other large-scale gatherings. Event staffing typically covers roles like setup, teardown, registration, crowd management, food service, and parking.
Read more → SchedulingS
Shift Differential
Additional pay offered to workers who take shifts during less desirable hours — typically nights, weekends, holidays, or early mornings. Shift differentials incentivize coverage during times that are harder to staff.
Read more → Payment TermF
Fair Workweek
Laws requiring employers to give workers advance notice of their schedules, often 14 days, and pay premiums for last-minute changes. Also called predictive scheduling or secure scheduling laws.
Read more → ComplianceJ
Job Rotation
A workforce strategy where employees move between different roles, tasks, or departments on a scheduled basis to build broader skills, reduce burnout, and increase operational flexibility.
Read more → SchedulingGigSmart for Business offers industry-leading pricing
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