Understanding Your Agency's Access & Permissions

This article explains how job access, candidate access, notifications, and chat work for your agency's users.

How Job Access Works for Your Agency

Job access is granted per individual user, not to your agency as a whole. Each colleague at your agency must be added to a specific job by the client in order to see it and propose candidates for it.

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

This means that even if your agency has been engaged for a role, individual colleagues will only see it once the client has added them directly.

If a colleague needs access to a job:

1. Ask the client to add that specific colleague to the job.

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

How Candidate Access Works for Your Agency

Unlike jobs, candidate-related information is shared across your whole agency. All users at your agency can see candidate chats, regardless of which specific colleague submitted or is linked to that candidate.

In short:

Notifications for Pushed Jobs

When a client pushes a job to your agency, notifications are sent to the specific colleague linked to that job or candidate application — not to your agency's primary account email.

This means notifications only reach whoever is directly responsible for that job or candidate, rather than your whole team.

Chat Access

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

• Job-related chat: Only accessible to the specific colleague connected to that job. It is not automatically shared with other colleagues at your agency.

• Candidate-related chat: Shared — all users at your agency can see it.

Adding New Colleagues to Your Agency

If your agency admin invites a new colleague to your agency account, that colleague will not automatically appear on the client's side.

This means a client won't be able to add your new colleague to any jobs until the client has manually invited them into the system as well. If a new colleague needs job access, let the client know so they can invite them directly.

Troubleshooting

A colleague can't see a job the client pushed to our agency. Check whether the client has added that specific colleague 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.

A colleague isn't receiving notifications about a job. Notifications only go to the colleague directly linked to that job or candidate application, not to your agency's main account email. Confirm the correct person has been linked by the client.

One colleague can see a candidate chat, but another can't. Candidate access is shared across your whole agency, so this is unusual. Contact support if this happens.

A new colleague I invited to our agency can't see any jobs. New colleagues don't automatically appear on the client's side. Ask the client to manually invite your colleague into the system before they can be added to jobs.

Help & Support

• Check our knowledge base for detailed guides and tips

• For support, click the ? in the bottom right corner of HirePort to start a chat

• Not logged in? Email your question to support@hireport.io

• For job-specific questions, reach out to your customer through the chat functionality

Remember: Your success is our success. We're here to help you make the most of HirePort!