Sharing records with workers

Each worker can have a private link to a page that shows their own tip shares and your current tipping policy. For each period it shows the venue pot (all the tips shared out), their hours, weight and share, the pay-by date and whether it's been paid. They don't need an account, and nobody else's name or share is shown.

1. Open the venue, then click the worker's name.
2. Under Share their tip records, press Create share link.
3. Press Copy link and send it to them by text or email straight away.

For privacy, Fairpool only shows the link once. If it's lost, press Replace with a new link. If you think someone else has it, replace it or press Turn off link. The old link stops working straight away. Each link works for 180 days; then create a new one. It stops working if you mark the worker as no longer working there, remove them or archive the venue.

Workers have a legal right to ask, in writing, for their tip record. An email or a text message counts as writing. The rules are:

• They can ask about one whole month, or several months in a row.
• The months must be within the last 3 years, and they must have worked for you in each one.
• They can make one request every 3 months.

You must reply within 4 weeks, counting the day you get the request as day 1. Tell them the total tips received at the venue in that period, and the amount shared to them. Don't tell them anyone else's share.

1. Open the venue, then click the worker's name. Scroll to Tip record requests.
2. Under Log a request, enter the date you got it and the first and last month they asked about, then press Log request. The reply-by date appears straight away: a request received on 1 March must be answered by 28 March.
3. Press Open statement. It shows the tips the venue received in each month asked about, and every share of tips allocated to the worker, with totals. Press Print or save as PDF.
4. Send it to them in writing and keep a copy. Then press Mark responded next to the request.

Until you press Mark responded, the request is listed on your Dashboard under Tip record requests to answer, and the owner's reminder email includes it in the week before the deadline.

Good to know: Fairpool warns you if a request includes a month that hadn't ended yet, goes back more than 3 years, or came less than 3 months after their last one. These are reminders of the rules, not blocks: you can still answer.

Good to know: If an allocation period runs across the start or end of the months asked about, the statement marks it (partly outside) and shows the whole share for that period. Say which dates it covers when you reply.

If a worker thinks their share is wrong, listen, check the hours and weights, and explain how it was worked out. Treat questions from agency workers the same as everyone else's. If you can't sort it out, follow your normal grievance procedure. Acas gives free, impartial advice on 0300 123 1100.