14Agency

Agencies

Staffing Agencies

Staffing Agencies and Agents

Agents can refer candidates for jobs available in your organization. Each agent must belong to an agency and each agent is linked to a specific career section Agency Portal.

A staffing agency can be used for the following services:

• Staffing: Agency that provides full headhunter/recruiting services. The agency may recruit, prescreen and submit a candidate for a requisition via the agency portal.

• Media placement: Agency posting a requisition on electronic media such as newspapers, magazines, billboards.

• Internet mining: Agency searching the internet for candidates and resumes for a specific requisition.

• Sourcing strategy: Agency providing services to prepare a job ad.

The following business rules apply to agencies and agents:

• An agency cannot be linked to an agency portal. Only agents (associated to an agency) are linked to agency portals.

• An agent can only be associated to one agency. The agency must offer staffing services.

• An agent has access to only one agency portal.

• An agent can be associated to an Organization-Location-Job Field structure. When a user wishes to invite agents to refer candidates for a job, the structure associated to the agents displayed by the system will correspond to the one of the requisition. If an agent is associated to more than one Organization-Location-Job Field, the requisition/agent mapping must satisfy all associated structures of the requisition to appear on the list.

Details regarding agent ownership

In previous releases, candidates could be referred on multiple jobs by a single referrer only. The referral ownership was kept at the candidate profile level, encompassing all job submissions done through all means by all actors. Since version 13C, a candidate can have multiple referrers (agents and employees) and candidate information is shared between multiple referrers.

Agents can:

• Refer candidates who already exist in the database.

• Refer an already referred candidate at the job submission level.

• See candidate information entered by other referrers.

• Have a maximum number of job submissions referred per requisition.

For details on how to configure ownership for agent referrals, see Configuring Candidate Referrals.

Requisition Posting via Staffing Agents

Posting a requisition via staffing agents involves many actions such as the creation of the agency portal, application flows, agencies and agents, as well as many actors such as the system administrator, the user, the agent and the candidate.

Agency portals (or career sections of type Agency) provide a fully integrated solution that enables organizations to deal directly with staffing agencies. This feature helps ensure the privacy of the organization's candidates and jobs by providing an agency-dedicated application flow within one or multiple agency portals.

The posting of a requisition via posting agents involves the following.

After creating a requisition, a recruiter can decide to use staffing agents to help him/her find candidates for the job. The list of agents available is dependent on the organization, location and job field selected for the requisition. The recruiter can select one or several staffing agents who will post the requisition on their job list, then determine the start and end time when candidate referrals will be allowed. This process can take place after the requisition is opened but before it is posted to internal or external career sections as agents will be accessing the requisition through their own career section (agency portal).

An email is sent to staffing agents inviting them to refer candidates for the job. The staffing agent signs in to the agency portal, locates the requisition associated to him/her and refers a candidate. Depending on his permissions, the staffing agent may be able to refer candidates who already exist in the database or refer an already referred candidate at the job submission level.

Note: When changing the agent who referred a candidate, if you want to reselect the original referring agent and the original ownership is expired, the change will not take effect unless a different agent is first selected and then another modification is made to reselect the original agent.

Candidates being referred receive an email informing them that they were referred by an agent for a job and inviting them to review the profile information submitted by the agent.

Later, when searching through the candidate database, the recruiter can easily identify candidates referred by an agent with the Referred by Agent icon. The tracking tab of the candidate file also displays the name of the agency and that of the agent who referred the candidate. Candidates referred by an agent are considered agent-owned candidates. However, the user can remove the agent-ownership. The user has the possibility to perform a duplicate check to see if the candidate already exist in the database.

Creating a Staffing Agency

The creation of a staffing agency consists of the following steps.

1. Creating a career section of type Agency Portal and selecting an application flow of type Agency. This is done via the Career Section Administration menu. For details, refer to the Career Section Configuration Guide.

2. Creating the staffing agency.

3. Selecting preferred agencies.

4. Defining a referral ownership period.

Creating a Staffing Agency

The career section of type Agency Portal and the agency application flows must be created. This is done via the Career Section Administration menu. For details, refer to the Career Section Configuration Guide.

Configuration > [Recruiting] Administration > Agencies

1. Click the Agencies tab.

2. Click New...

3. In the Properties tab, complete the fields.

   1. Enter the name of the agency and translate the name in all available languages. Use the same name for the agency and the career section Agency Portal.

   2. Select the visibility of the source. An internal source will appear to Recruiting Center users. A public source will appear to Recruiting Center users and candidates.

   3. Enter the agency email address. The same email address cannot be used for an agency and an agent.

   4. Select the Staffing option under Services. Staffing must be selected if you want to designate this agency as an agency portal and if you want to attach agents to this agency. Also, when you select Staffing, Sourcing Strategy, Internet Mining, and Media Placement are automatically included.

      The Contingent Staffing option is used for contingent staffing which may include part-time, temporary and contractor work. MWBE means Minority Women Business Owned. This is a flag available when exporting the agency information to an external system where billing occurs.

   5. Click Save.

4. Click the Agents tab.

5. Click New...

6. Complete the Identity tab.

   1. Enter the agent information.

   2. Select a preferred language of correspondence.

   3. Specify the name of the agency to which the agent belongs.

   4. Select the visibility of the source. If selecting Internal, the agent's name will appear to Recruiting Center users. If selecting Public, the agent's name will appear to Recruiting Center users and candidates.

   5. Click Save.

7. Complete the Login tab.

   1. Select a portal. If you do not select a portal, the agent will be considered inactive and recruiters will not be able to invite this agent to refer candidates.

   2. Enter the email address for the agent.

   3. Provide a password for the agent. Enter the password a second time to validate the password.

   4. Click Save.

8. Click the Organization, Location and/or Job tabs if you want to assign structure elements to the agency. When recruiters will ask agencies to find candidates, only the agencies corresponding to the Organization-Location-Job Field of the requisition will be displayed. Otherwise, the agency will be available for all requisitions regardless of the requisition Organization-Location-Job Field structure.

9. Click Done.

Selecting a Preferred Agency

The agency must be created.

Configuration > [Recruiting] Administration > Agencies

1. Click Options...

2. Click the Preferences tab.

3. Select your preferred agency for each type of posting.

4. Click Done.

5. Click Save

The selected agency for each type of posting will be displayed by default when recruiters post a requisition.

Defining a Referral Ownership Period

The Agent Ownership Delay recruiting setting must be enabled.

Configuration > [Recruiting] Administration > Agencies

1. Click Options...

2. Click the Candidate Referral tab.

3. Specify the number of days during which agents own rights over referrals. Select Unlimited if you want agents to own the referral for an unlimited or undetermined period of time.

4. For contingent staffing, specify the number of days during which agents own rights over referrals. Select Unlimited if you want agents to own the referral for an unlimited or undetermined period of time.

5. Click Done.

Once the duration period has expired, the agent no longer owns the candidate, therefore the agent will not receive any compensation if the candidate is hired on a requisition; however, the candidate file will indicate referral ownership with an expired status.

Filtering Agencies and Agents

The lists of agents and agencies in the Agency Management page can be filtered based on specific criteria.

In the Agencies and Agents tabs, a Show filter is available. System administrators can filter the list of agencies to only show agencies that match these specific criteria:

• Name: Name of the agency.

• Email address: Email address of the agency.

• Services: Services provided by the agency, that is Contingent Staffing, Internet Mining, Media Placement, Sourcing Strategy, Staffing.

System administrators can filter the list of agents to only show agents who match these specific criteria:

• Name: Name of the agent.

• Email Address: Email address of the agent.

• Agency: Name of the agency to which an agent belongs.

It is possible to combine multiple criteria to filter the list of agencies or agents. When filtering by multiple criteria, system administrators can decide if all specified criteria must be met for an agency or agent to be displayed (All Criteria (And)) or if at least one of the criteria must be met for an agency or agent to be displayed (Any Criteria (Or)).

When using a filter where a value must be typed (such as the Name filter), system administrators must enter at least one character for the filtering to be performed.

The lists of agencies and agents continue to be displayed across multiple pages if the number of items to display exceeds the number of items that can be displayed per page. Also, the ability to sort the lists has been preserved.

Agency Gateways

Agency Gateways

Besides traditional staffing agencies using an agency portal, there are other agency designations that can be set up to display as selections in the requisition Posting and Sourcing tab.

There are three links in the requisition Posting and Sourcing tab that relate to agency setup:

• Non-Electronic Media (for ad placement agencies)

• Internet Mining

• Sourcing Strategy Request

Creating a Media Placement, Internet Mining or Sourcing Strategy Agency

Configuration > [Recruiting] Administration > Agencies

1. Click the Agencies tab.

2. Click New...

3. In the Properties tab, complete the fields.

   1. Enter the name of the agency and translate the name in all available languages. Use the same name for the agency and the career section Agency Portal.

   2. Select the visibility of the source. An internal source will appear to Recruiting Center users. A public source will appear to Recruiting Center users and candidates.

   3. Enter the agency email address. The same email address cannot be used for an agency and an agent.

   4. Select Media Placement, Internet Mining or Sourcing Strategy under Services.

   5. Click Save.

4. Click the Organization, Location and/or Job tabs if you want to assign structure elements to the agency. When recruiters will ask agencies to find candidates, only the agencies corresponding to the Organization-Location-Job Field of the requisition will be displayed. Otherwise, the agency will be available for all requisitions regardless of the requisition Organization-Location-Job Field structure.

5. Click Done.

Agency - Permissions and Settings

The following permissions and settings are used to configure staffing agencies and agency gateways.

User Type Permission	Location
Post to staffing agents/agencies	Configuration > [SmartOrg] Administration> [Users] User Types > Recruiting > Sourcing
Request Internet mining by specialized agencies	Configuration > [SmartOrg] Administration> [Users] User Types > Recruiting > Sourcing
Request sourcing strategy by specialized agencies	Configuration > [SmartOrg] Administration> [Users] User Types > Recruiting > Sourcing

Setting	Description	Default Value	Location
Agent Ownership Delay	Period during which agents own rights over referrals	0 day	Configuration > [Recruiting] Settings
Contingent Staffing Agent Ownership Delay	Period during which contingent staffing agents own rights over referrals.	0 day	Configuration > [Recruiting] Settings
Accept Referrals from Employees for Known Candidates or Submissions	Determines if employees can refer candidates or candidate submissions that already exist in the database.	No	Configuration > [Recruiting] Settings

Agency - Other Configuration Tasks

Creating an Agent

Configuration > [Recruiting] Administration > Agencies

1. Click the Agents tab.

2. Click New...

3. Complete the Identity tab.

   1. Enter the agent information.

   2. Select a preferred language of correspondence.

   3. Specify the name of the agency to which the agent belongs.

   4. Select the visibility of the source. If selecting Internal, the agent's name will appear to Recruiting Center users. If selecting Public, the agent's name will appear to Recruiting Center users and candidates.

   5. Click Save.

4. Complete the Login tab.

   1. Select a portal. If you do not select a portal, the agent will be considered inactive and recruiters will not be able to invite this agent to refer candidates.

   2. Enter the email address for the agent.

   3. Provide a password for the agent. Enter the password a second time to validate the password.

   4. Click Save.

5. Click the Organization, Location and/or Job tabs if you want to assign structure elements to the agency. When recruiters will ask agencies to find candidates, only the agencies corresponding to the Organization-Location-Job Field of the requisition will be displayed. Otherwise, the agency will be available for all requisitions regardless of the requisition Organization-Location-Job Field structure.

6. Click Done.

Deleting an Agent

Referrals must be transferred to another agent.

System must be in maintenance mode.

Configuration > [Recruiting] Administration > Agencies

1. Click the Agencies tab.

2. Click on the agency name.

3. In the Agents tab, select the agent.

4. Click the Delete icon.

5. Click Done.

Users can no longer ask this agent to refer candidates. The information of the agent is permanently deleted from the system.

Deactivating an Agent

The agent must be created in order to deactivate it.

Configuration > [Recruiting] Administration > Agencies

1. Click the Agents tab.

2. Click the name of the agent.

3. In the Login tab, select Not Specified in the Portal drop-down list.

4. Click Done.

Recruiters can no longer ask this agent to refer candidates. The information on the agent is still available in the system.

Deleting an Agency

Agents associated to the agency must first be deleted.

Referrals of the agents must be transferred to another agent.

Configuration > [Recruiting] Administration > Agencies

1. Click the Agencies tab.

2. Select the agency.

3. Click the Delete icon.

The agency is no longer available in the Agencies list of the Agency Management page.

Transferring Referrals to Another Agent

Referrals should be transferred to an agent from the same agency. Selecting an agent outside the agency is correct as long as the agencies are compatible (staffing can be transferred to staffing (or staffing and contingent), contingent can be transferred to contingent (or staffing and contingent) while staffing and contingent must be transferred to agents supporting staffing and contingent.

Configuration > [Recruiting] Administration > Agencies

1. Click the Agents tab.

2. Click on the desired agent.

3. In the Login tab, click Transfer Referrals...

4. Browse to select an agent.

5. Click OK.