Adding and Inviting Agencies to SmartRecruiters

Managing agencies in SmartRecruiters is a key step in building an efficient and compliant hiring process. This guide walks you through the prerequisites, setup steps, and best practices for adding and managing agencies in the platform. By following this process, you can ensure agencies are set up correctly, invited smoothly, and ready to collaborate without delays.

Prerequisites

• Access to SmartRecruiters and the right permissions within the Agency Portal Settings

• Agency contact information

• Defined contract terms and fee structure decisions.

The defined contract terms and fee structure decisions can be saved in the Master Contracts module: if you plan to track financial data, we strongly recommend completing this step before inviting agencies to the platform. Doing so can also save time if you intend to use the same contract for multiple agencies. Otherwise, you’ll need to enter agreement details separately for each agency later.

Process Overview

Accessing Agency Management

1. Navigate to https://smartrecruiters.com/app/home/

2. Click the profile icon in the top-right corner

   

3. Select "Settings" from the dropdown menu

4. Scroll down and click "Agency Management"

   

Adding a New Agency

1. Click "Add Agency" button on the Agency Management page
   

   

2. Choose between a single agency or an agency list

3. Enter the required agency details:

• Agency email address

• Agency full name or contact person

• Select appropriate contract

• Choose transaction currency

Configuring Contract Details

1. Select a contract saved within Master Contracts or click "Advanced settings" to reveal additional options (only when you didn't choose a contract from Master Contracts).

2. Select the contract type:

• Permanent

• Freelance

• Secondment jobs

3. Set fee structures and payment terms

4. Click "Add Agency" to save without invitation or click "Send invite" to save and send invitation (note: mail goes to spam inbox sometimes).

5. Monitor agency status in the list (next to the agency name).

Managing agency lists

Inviting agencies via a list

1. Go to Agency Management in SmartRecruiters.

2. Click Add Agency.

3. In the dialog, select Agency List (instead of Single Agency).

4. Enter a list name. This name is only visible to you for internal organisation.

5. Add agency contacts by entering their email address and full name or upload a CSV file by dragging it into the upload area or clicking to browse.

6. Complete the remaining steps as you would for a single agency invitation.

Tip: Each invited contact will be able to add their own colleagues later. All members of the list will have access to the jobs you assign to them.

Creating a list from existing agencies

You can also create and manage lists after agencies have already been added.

1. Go to Agency Management.

2. Select the agencies you want to group by ticking their checkboxes.

3. Click the + icon next to Agency Lists in the left panel.

4. Enter a name for the list (e.g. "Tier 1", "Tier 2", "Finance Agencies") and confirm.

The selected agencies will be added to the new list immediately.

Customizing Invitations

1. Click "Edit invite email" in the Agency Management screen (top right)

2. Choose the correct language

3. Modify the introduction text

4. Preview the complete email (make sure the product tour link and the help center link are in there!)

What happens if I enter the wrong email address for an agency?

If you enter an incorrect email address, the invitation won't reach the intended recipient. You can send a new invitation with the correct email address. The agency on the wrong email address can be removed by following this process.

Best Practices

Agency Setup

• Verify all contact information before adding

• Prepare contract terms in advance

• Set clear fee structures

• Create organized agency lists

Invitation Process

• Personalize invitation messages

• Double-check email addresses

• Review all contract terms

• Confirm fee arrangements

• Set up Master Contracts in the Master Contracts module before the invitation process

Post-Invitation

• Monitor acceptance status

• Follow up on pending invitations

• Maintain organized lists

• Organize agencies into lists

Troubleshooting Common Issues

Invalid Email Addresses

• Verify email format

• Check for typos

• Confirm business domain

Contract Configuration

• Review required fields

• Check fee structures

• Verify currency settings

Invitation Problems

• Resend if needed

• Check email delivery

• Verify spam settings

Need help?

Contact SmartRecruiters support.