Understanding Agency User Access & Permissions

This article explains how job access, candidate access, notifications, and chat work for agency users in SmartRecruiters

How Job Access Works for Agency Users

Job access is per agency user, not shared across the agency. Each individual colleague at an agency must be added to a job directly in order to see it and propose candidates for it.

This applies regardless of whether that colleague has admin status within their agency. Admin permissions do not automatically grant visibility into jobs.

This design gives you full control over exactly who on the agency side can see which jobs.

To give an agency colleague access to a job:

1. Add that specific agency user to the job.

2. Once added, they will be able to view the job and propose candidates to it.

Tip: You can create lists of agency users in the Agency Management screen in SmartRecruiters, using the company name as the list name. This lets you bulk-add agencies to jobs instead of adding users one at a time.

How Candidate Access Works for Agency Users

Unlike jobs, candidate-related information is shared across the whole agency when agencies are grouped together. All users within the agency company can see candidate chats, regardless of which specific colleague submitted or is linked to that candidate.

In short:

Notifications for Pushed Jobs

When a job is pushed to an agency, notifications are sent to the specific agency user linked to that job or candidate application; not to the agency's primary account email.

This ensures notifications go directly to whoever is responsible for that job or candidate, rather than being sent broadly.

Agency Chat Access

Chat access follows the same pattern as job and candidate access above:

• Job-related access: Chat tied to a job is only accessible to the specific agency user connected to that job. It is not automatically shared with other invited colleagues at the agency.

• Candidate-related access: Chat tied to a candidate is shared, all users in the agency company can see it.

Adding New Agency Users to the System

When an agency admin invites a new colleague to join their agency, that new colleague does not automatically appear in your Agency Management screen.

If you want to grant a new agency colleague access to jobs, you'll need to manually invite them into the system yourself first; agency-side invitations alone won't make them visible or available on your end.

Troubleshooting

An agency colleague can't see a job I pushed to their agency. Check whether that specific colleague has been added to the job. Job access is per-user, so being part of the agency alone isn't enough, and admin status doesn't change this.

An agency colleague isn't receiving notifications about a job. Notifications only go to the agency user directly linked to that job or candidate application, not to the agency's main account email. Confirm the correct user is linked.

An agency colleague can't see a candidate chat other colleagues can see. Candidate access is shared across the whole agency, so this typically means the agencies aren't grouped together correctly, or the colleague's account isn't part of the same agency company. Contact support if this doesn't resolve the issue.

A new agency colleague isn't showing up in my Agency Management screen. Colleagues invited by an agency admin don't automatically appear on your side. You'll need to manually invite them to the system yourself before you can grant them job access.

Help & Support

Need help? If you still need assistance, please contact support@hireport.io