How to manage temporary workers in logistics and warehousing?

Logistics and warehousing are industries where staffing needs change dynamically — sales peaks, inventory counts, and new e-commerce contracts can increase workforce requirements by dozens of percent overnight. As many as 68% of logistics companies have recently struggled to find workers. The answer is temporary employment — provided it is well managed. Find out how to effectively manage temporary workers in a warehouse.

Why is managing temporary workers in logistics demanding?

The specifics of the logistics industry mean that a temporary worker must be ready to work almost immediately — often without time for lengthy onboarding. At the same time, picking errors, delays on the packing line, or a disorganized shift have direct operational and financial consequences. The most common challenges include high turnover among short-term workers, insufficient onboarding leading to errors and a slower pace of work, communication difficulties in multinational teams, and monitoring the statutory 18-month limit on temporary employment.

Onboarding — the foundation of efficiency from day one

A temporary worker who doesn't know where the packing stations are, how to use a scanner, or who to report a problem to wastes their own time and that of the whole team. Good warehouse onboarding should take a few hours but be as specific as possible: a standard task list for the first day, short workstation instructions with illustrations (effective for language barriers too), a designated shift supervisor, and quick health-and-safety training. Standardized onboarding shortens the adaptation period and reduces errors in the first days of work.

KPIs and performance monitoring for temporary workers

Effective management of temporary workers requires measurable indicators tailored to the position. In a warehouse, these can include the number of picks per hour, packing accuracy, order fulfillment time, or the number of errors per shift. KPIs must be clear and communicated to employees already at the onboarding stage. This makes it possible to quickly identify people who need extra support, as well as those worth considering for permanent employment.

Staffing planning — workforce buffer and cooperation with an agency

Effective staffing planning is not just about reacting to current shortages, but also about forecasting demand in advance. In e-commerce, companies reserve workforce resources for peak periods (Q4, Black Friday) as early as summer. A workforce buffer of 15-20% above forecasted demand helps maintain operational continuity in the event of sudden absences. An agency with an up-to-date pool of candidates holding UDT certifications and language skills can fill gaps within 24-48 hours.

2026 regulations — what to watch out for in temporary employment?

The user employer must monitor the 18-month limit on temporary work performed for the same entity within a 36-month period. Since 2025, full digital record-keeping of temporary workers' working time has been mandatory, and documentation of employment gaps must be precise. The user employer is responsible for the temporary worker's health and safety — it must provide workstation training, protective equipment, and safe working conditions. The agency is responsible for HR formalities: pay, social security contributions (ZUS), documentation, and the legalization of foreign workers.

FAQ — frequently asked questions

How long can a temporary worker be employed at one company?

A maximum of 18 months with one user employer within a 36-month period. After exceeding the limit, the employer may offer the worker a direct employment contract.

Who is responsible for the health and safety of a temporary worker in a warehouse?

The user employer — that is, the company where the worker actually performs the work. The agency is responsible for employment formalities, but workstation training and working conditions are the responsibility of the user employer.

How quickly can an agency supply workers to a warehouse?

An agency with an up-to-date pool of candidates with warehouse experience is able to fill out a team within 24-48 hours. For larger seasonal projects, it is recommended to plan several weeks in advance.

How to motivate temporary workers to work effectively?

Transparent KPIs, efficient onboarding, equal treatment alongside permanent staff, and a real path to permanent employment are the most effective tools. Workers who know that good performance can lead to a permanent position tend to be more engaged.

Can temporary workers later be taken on permanently?

Yes — after completing an agreed period (often 6-9 months), the user employer can establish a direct employment relationship with the worker. This is a popular "try before you hire" model that reduces the risk of failed recruitment.

Summary

Effective management of temporary workers in logistics and warehousing is a combination of well-designed onboarding, measurable KPIs, flexible staffing planning, and close cooperation with a staffing agency. Companies that treat temporary work as part of their HR strategy — rather than an ad hoc patch — gain a real operational advantage. Need a reliable staffing partner for your warehouse? Get in touch with Gremi Personal.