ATS: Agency Database and Applications
Kristin Payne avatar
Written by Kristin Payne
Updated over a week ago

We are so excited to bring you the ability to manage the agencies you work with and control who is able to submit applications on behalf of candidates. This is a hefty article, so feel free to skip to the section you wish to view! In this article, we will walk you through creating a new agency, sharing the job with agencies and the agency application flow, viewing applications submitted by agencies including unregistered agencies, and manually associating a candidate with an agency.

If you are part of an agency and are looking for guidance on submitting applications, this is the article for you.

The Agency Table

Creating New Agencies

Step 1:

Click Settings on the left panel of your account

Step 2:

Click Recruiting Agencies from the settings list

This is your agency contact table. From this view, you can sort each column, search by agency name, create a new agency, and provide a link to an agency-specific career page.

On the agency settings page Click Create New Agency.

Add the agency name in the first field. An agency can be created with or without contacts. If you want to create an agency and add a contact at the same time Click Create New Contact after adding the agency name.

Once an agency is created you can find the agency by using the search function on the agency table. Click on the agency name to view existing contacts, create new contacts, edit the agency name, or deactivate the agency.

Managing Agencies

Agencies that are marked as Active can be granted access to jobs that are created, allowing them to submit applications on behalf of candidates.

If an agency is Deactivated that agency will still be visible from the Recruiting Agency table. However, they cannot be given access to jobs.

You can give an agency permission to submit applications on behalf of candidates for specific jobs from the job creation workflow within the ATS.

On the job details screen, navigate to the section labeled, "Will agencies be able to apply to this job?" Selecting 'Yes' will allow you to determine which agency and agency contacts are able to submit applications through the agency career page.

Once you select yes the following options will appear allowing you to grant permission to:

  • All registered agencies: all agencies that have been created within the Recruiting Agency table

  • All registered and unregistered agencies: all agencies in your recruiting agency table and external agencies that have not been added

  • Selected agencies: one or more agencies and/or one or more contacts within those agencies selected by the user

If ‘Selected agencies and contacts’ is selected, you will be allowed to select an agency from the dropdown field. The agencies that populate this list are those that are marked Active.

After the agency is selected, you can select whether all contacts for that agency or specific contacts will have access.

  • All Contacts: will allow anyone created under that agency to submit an application from the agency career page

  • Selected Contacts: will allow only those specified contact within the agency to submit an application from the agency career page

If Selected Contacts is chosen, you will be allowed to select a contact from the dropdown field.

Permission to submit applications for the job can be granted to multiple agencies. To add an additional agency, click the Add Agency button.

Agencies Viewing Jobs

Recruiting agencies can access the jobs they have been given access to by going to the Agency Career Page. If you would like to share resources with agencies on how to apply to jobs, please share this article.

You can copy the job application link from the Recruiting Agency table page and email it to the agency directly.

When an agency navigates to this page, they will be asked to sign in to view the jobs to which they have access.

Once logged in, the agency will be able to view those jobs to which they have been authorized.

Clicking on a job will display the job details page from which they can begin the application process.

From the application page, the agency will see their information listed at the top along with all of the required information to submit the application.

Once the agency submits the application, the agency will receive all communications regarding that job application. The candidate will not receive email updates.

Should an agency search for a job from the self-apply career page, the agency will be prompted to click on a link directing them to the agency-specific career page.

Viewing Applications Submitted by Agencies

Once an application has been submitted by an agency, you can view the application from the following two places:

  • Job Details page on the candidate slide out

  • Job application on the candidate profile

In both places, the information for the agency that submitted the application will be displayed at the top.

For Agency submitted candidates, the Candidate Application Source will automatically be populated with Agency.

Slide out from Job Details page

Candidate Profile Jobs section

Unregistered Agencies

If an unregistered agency submits a candidate, verbiage will appear in your candidate table detailing this:

This will also be shown after clicking on the candidate's name in the righthand menu. Here, you can add this agency to your registered agencies list by clicking "Add Agency":

This will open a pop-up where you can confirm that you'd like to add this candidate:

Viewing an Application Without a Candidate Email Address

If an agency submits an application on behalf of a candidate and does not provide the candidate’s email address, this will be indicated in the job details candidate table slide-out, the application on the candidate profile page, the candidate list view, and the candidate left pane.

To edit the section and provide an email address for the application, click the pencil icon and enter their email.

Manually associating a Candidate with an Agency

You now have the ability to add agency information to a candidate that has been manually added by a member of your recruiting team. Once the candidate is added, and their source is set to "Agency", a field will appear in their application which allows you to add an agency:

Click the pencil icon to edit this field, and search for and select your chosen agency in the dropdown:

Once the agency is selected, you can choose the agency contact from another dropdown.

Add a new agency by typing one into the search bar.

This will open a pop-up that allows you to add at least one agency contact to the agency:

Once you click "Register Agency", this agency will be created and added to your agency contact list.

Note: Once you associate an agency with a candidate, this action cannot be undone.

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