How do I invite colleagues to the Advanced Agency Portal? How to manage team access in SmartRecruiters?

Last updated: June 15, 2026

By assigning the correct roles and permissions, you ensure team members have the appropriate level of access while maintaining system security.

Adding a new team member to SmartRecruiters:

To invite a colleague:

  1. Go to Settings → User management (under permissions)

  2. Click + Add new user

  3. Enter the required details

  4. Assign the appropriate role and permissions

  5. Send invite

Note: for access to the Agency Portal Settings, administrator rights in SmartRecruiters are required.

Modify existing user permissions

Generic for SmartRecruiters

  1. Go to Settings → User management (under permissions)

  2. Click the pencil (edit user) l next to the team member you'd like to edit.

  3. Enter the change

  4. Save changes

Agency specific

  1. Go to settings

  2. Scroll down & click Agency Portal Settings

  3. Click Permissions

  4. Use the drop down menu for editing the Advanced AgencyPortal-specific permissions (tip: also review Chat & Communication settings within the AgencyPortal settings).

Below the role selector drop down menu, you'll see a list of HirePort features or modules. For each feature, you can set a specific permission level for the selected role. Common features include:

Contracts: Controls access to viewing and managing contract agreements.

  • None: The role cannot see or interact with contracts

  • View: Users in this role can see contracts but cannot make changes

  • Manage: Users can view, create, and edit contracts

  • Admin: Users have full control, including viewing, creating, editing, and deleting contracts

Agencies: Manages interactions with recruitment agencies.

  • None: The role cannot see or interact with agencies

  • Assign: Users can view agencies and assign them to jobs

  • Manage: Users can view and edit agency details

  • Admin: Users have full control, including adding, editing, and removing agencies

Chat: Governs access to chat functionalities.

  • None: The role cannot use the chat features

  • Interact/Admin: Users can view and participate in chats.

Email notifications for this role:

Determine which type of users receive email notifications about activities within the Advanced Agency Portal.

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Minimal Role & Permission Recommendations

To maintain security and clarity, assign the minimum permissions necessary.

Recruiters

Recommended permissions:

  • Managing agencies access

  • View master contracts

  • Interact with agencies

Administrators

Recommended permissions:

  • Full system access

  • Managing master contracts

  • Managing agencies access

Best Practices

  • Regularly review and audit user access.

  • Assign permissions based on responsibilities, not job titles alone.

  • Remove or deactivate access promptly when team members leave or change roles.

Need help?

Contact SmartRecruiters support.