Create a Recruiting Agency and Add Agents

You can create a recruiting agency as an approved third-party entity and associate one or more agents to it so that recruiters can invite agents to submit candidates to agency-enabled requisitions.

Create an Agency

1. In the Setup and Maintenance work area, go to:

   • Offering: Recruiting and Candidate Experience

   • Functional Area: Source Candidates

   • Task: Recruiting Agencies

2. On the Agencies page, click Add.

3. On the Details page, enter the agency name, agency email, and main contact.

4. Specify the referral type.

   • Job Specific: The agency gets a commission when a candidate gets hired for a requisition. This type of agency usually doesn't have exclusive ownership of a candidate. If a candidate applies for another job on the career site and gets hired, the agency doesn't generally get a referral commission. The exclusivity setting isn't required for this type of referral.

   • Person Specific: The agency gets a commission for placing a candidate at the company, regardless of the referral. This type of agency usually has exclusive ownership of a candidate. If a candidate applies for another job on the career site and gets hired, the agency still get a referral commission. The exclusivity setting is required for this type of referral.

5. Specify the contract type.

   • Transactional: This contract type is used when the agency submits an invoice and gets referral commission for each successful referral.

   • Contingent: This contract type is used when the agency gets a commission for a defined number of job applications within a defined period of time.

   • Retainer: This contract type is used when the agency gets a commission for a specific period of time, regardless of the amount of job applications or successful referrals.

6. Set the exclusivity length. This is the amount of time that an agency has exclusive rights to represent a candidate. When the exclusivity length is configured, if another agency creates a candidate profile that fails the duplicate check during the exclusivity length period, a warning message is displayed indicating that the profile already exists. The agency can't add the candidate profile. If another agency tries to create a candidate profile that fails the duplicate check, and the date isn't within the exclusivity length period, a warning message is displayed but the other agency is offered the option to move the candidate into their talent pool.

7. Indicate if you want to create a job application on behalf of candidate. If you select this option, agents who submit candidates for a job requisition or add candidates to a job requisition can create a job application instead of creating a prospect. Users need the privilege Create Candidate Job Application (IRC_CREATE_CANDIDATE_JOB_APPLICATION) to see the "Create job application on behalf of candidate" option when submitting candidates for job requisitions.

8. Enter notes.

9. Click Save and Close.

Add Agents to the Agency

1. On the Agencies page, click the agency you just created.

2. In the Agents section, click Add.

3. On the Details page, enter the following info:

   • First Name, last name, and email of the agent.

   • Job Family: You can add one or multiple job families to help recruiters find agents based on the requisition's context. This field is also used as a filter on the agent detail panel.

   • Responsible Location: You can add one or multiple locations to help recruiters find agents based on the requisition's context. Agents that have locations that match the location of the requisition will appear first. All agents will appear in the advanced search, regardless their location. Note that the responsible location isn't the location of the agent, but the locations the agent is responsible for.

   • Address

4. Click Save and Close.

The agent will receive an email with a link to change their password. The agent needs to change the password to have access to the agency portal. If the agent doesn't receive the email to change their password or if they lose the email, they can enter their email address and select the forgot password link to reset their password.

Note: When an agent is added to an agency, an account is automatically created with a user name and agent role assigned. Don't change the email address or user name of the agent in the Security Console. Otherwise when the agent goes to Hiring > Invitations, they won't be able to see the invitation for the specific job requisition.