Adding and Inviting Agencies to Recruitee

Last updated: February 20, 2026

Managing agencies in Recruitee 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.

In this article:

Prerequisites

Process overview:

  • Accessing Agency Management

  • Adding a new Agency

  • Configuring contract details

  • Managing Agency Lists

Best practices

Troubleshooting common issues

Security considerations

Help & support

Prerequisites

  • Administrator access to Recruitee

  • Agency contact information

  • Defined contract terms

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. Go to Agency Hub

  2. Navigate to Agency Management

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Adding a New Agency

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

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  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. Click "Show fields" to reveal additional options (only when you didn't choose a contract from Master Contracts).

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  2. Select the contract type:

  • Permanent

  • Freelance

  • Secondment jobs

  1. Set fee structures and payment terms

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Managing Agency Lists

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

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

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  1. 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 into spam box sometimes).

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 Recruitee support.