The Agency Portal is a hub for managing external staffing agencies involved in recruitment processes. It provides a central point for tracking and interacting with external recruitment partners.
Previously, agencies and individual users were mapped one-to-one, meaning a single user could only represent one agency. When a user left the agency, jobs would require manual reassignment.
For example, if one recruiter from the agency was linked to Sense, that recruiter could be assigned to multiple jobs. However, the system couldn't show multiple recruiters from the same company under one agency name.
When a recruiter leaves the agency, the jobs they worked on won't automatically be assigned to anyone else. Someone would have to manually reassign those jobs, which means that during this transition, the ownership of all the applicants submitted by the previous recruiter will be lost.
With this update all users from the agency will be grouped under a single agency name. and all these changes can be simply handled through the UI for easier management, eliminating the need for manual reassignment and loss of data.
Note: These changes are only visible in the TRM Recruitment portal. External Agencies will not see any major changes in the portal's appearance; the design will remain the same.
Dashboard
The new dashboard now displays the Agency name instead of the username in the first column. It is more detailed and gives more information, such as the Agency Names, Status, the number of Assigned Jobs, Referred Candidates, Organization Consent, Consented Candidates, Unique Candidates, and other relevant details.
- Agency Name- Name of the External Agency to which external recruiters belong.
- Status- Signifies if the agency is active, pending, or disabled.
- Assigned Jobs- The total number of unique jobs assigned to the members of the agency.
- Referred Candidates- Total number of candidates referred by the agency.
- Organization Consent- Number of candidates for whom organization consent is provided.
- Consented candidates- Number of referred candidates where candidate consent is provided.
- Unique candidates- Total number of unique candidates referred by the agency.
Note: The Organization Consent and Consented Candidates columns appear only if the Admin has enabled the Consent flow.
Filters
The new Filter option allows you to filter agencies by their status, such as active, pending, or disabled. You can also create groups of agencies based on certain criteria, and an agency can be part of multiple groups simultaneously.
Add Agency
To add an agency, navigate to Settings > Administration > External Agency > Add New Agency.
- In the Agency Details section, specify the mandatory fields, such as the agency's Name and ownership period (in days). The ownership period is the cool-off period during which the agency will have ownership over the referred candidate. The other optional fields are domain, standard commission rate, agreement start date, agreement end date, office address, agreement/ terms and condition, and tax identification number.
- Click Add. You will be redirected to the Assign jobs section.
- You can assign a job from the same page or skip the step.
- Click the Details tab to edit or add further details.
- You can also Disable or Re-send invites for the agency from this tab.
Add Member Details
You can add members to the newly created agency from the Member Details section.
- Type the name and email address of the member you want to add.
- Click Create. You can add multiple members by clicking on the Add Member button.
The Agency's status will show Pending until at least one member has accepted the invite. Once the member accepts, the status changes to Active.
The agency will have a NOT_VERIFIED tag unless the member logs in via the email invite sent from Sense TRM.
Assigning Multiple Recruiters to One Agency
Previously, only one person could be connected to each agency, but now you can add as many members as needed under the same agency. Now, you can link multiple members to a single agency, which was not possible before. Each member can only be a part of one agency.
To add multiple members, you can follow the steps below:
- After you create an agency, go to the Member Details tab.
- Click Add Member.
- In the pop-up that appears, enter all the details, such as the member's first and last name, email ID, and phone number.
- Enable the checkbox to assign this member to all the existing jobs linked to this agency. This is called consent-based migration, in which the system provides an option to include the new member in all existing job assignments for that agency.
- Click Save.
Disable Agency
The agency cannot be deleted, but you can disable it by clicking the đźš« icon.
Agency Groups
You can now create different groups for agencies, similar to adding tags or labels. Think of it like adding a "tag" to each agency to identify them easily. This lets you organize and view agencies under these groups for better management and visibility.
An agency can now be a part of multiple groups, and new agencies can be added to existing groups.
To create a new group, follow these steps:
- Under Settings > External Agency > Agency Group > click Create Agency Group.
- In the Group Name field, type the name of the group.
- In the Add Agency field, type the agency name(s).
- Enable the checkbox to assign this agency to all the existing groups.
- Click Create.
When you open a group, you will see a dedicated dashboard that displays all the group's details. It is similar to the main dashboard but at a group level, allowing you to apply filters and manage the group's agencies directly.
Workflows
The portal allows you to upload candidate details, such as name, email, and address, with different forms for various criteria, like employment type (contractor, full-time, part-time), location, department, or grade. Agencies can create multiple criteria-based forms for job matching.
- In the Configuration tab, you can create a workflow by clicking the Create workflow button.
- In the Workflow Name field, type the name of the workflow.
- In the Criteria tab, define the criteria based on the conditions such as employment type, location, department, and so on. You can select the fields from their respective drop-downs.
- In the Form Fields tab, click +Add Custom field and define the fields.
- Once done, click Add. All the selected fields will appear as shown below:
- In the Consent tab, select the type of consent- (If there is a change in the consent tab then an approval will be requested to designated approvers for Agency Workflow.)
- Organization Consent- The process of obtaining approval from someone within the company before a candidate submitted by an agency is added to the system.
- Candidate Consent- If an agency submits a candidate to a company, the candidate will first receive an email asking for their consent. Once the candidate gives their approval or acknowledges the email, only then will they appear in the company’s tracking system.
- You can set both the consents and define which one should go first and second.
- In the Default Agency tab, select the agency group, agency, and members from the respective drop-down.
- Then click Create & Send for Approval. A small icon will appear indicating the workflow's current status, such as awaiting approval, approved, and so on.
Assign Agency to a Job
In the past, assigning an agency to a job was straightforward. But now, you’ll experience a more flexible and customized process with the new three-step selection system:
- First, you choose a group to which the agency belongs to.
- Second, you select the specific agency from that group.
- Finally, you pick the member associated with that agency.
- Click Save.
All three steps are required before you can save your selection. Once you’ve finished selecting, you’ll see a summary of what you’ve assigned.