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

• Administrator access to SmartRecruiters

• Agency contact information

• Defined contract terms and fee structure decisions.

The defined contract terms and fee structure decisions can also 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 Agencies" button on the Agency Management page
   

   

2. 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 "Show fields" 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

Managing Agency Lists

1. Click "Add to list" to save without invitation
   

   

2. Or click "Add & Invite" to save and send invitation (note: mail goes to spam inbox sometimes).

3. Monitor agency status in the list

   

Customizing Invitations

1. Click "Edit invite email" in the Agency Management Overview

   

2. Choose the correct language

3. Modify the introduction text

   

4. Preview the complete email

5. Send invitations to selected agencies (note: mail goes to spam inbox sometimes).

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 incorrect invitation will expire automatically.

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

• Keep documentation updated

• 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

Security Considerations

• Use business email domains

• Verify agency credentials

• Monitor access levels

• Regular audits recommended

Need help?

Contact SmartRecruiters support.