Effective communication with your recruiting agencies will allow you to save time and resources in the hiring process.

Send messages to sources

Users with Admin and Owner roles can set permissions for sending messages to sources.

1. From the left-side menu, navigate to Settings > Access > Permissions.

2. Scroll down to find the permission Send messages to sources and select all the roles that you want to grant permission to send messages to sources.

3. Click Save.

1. Make sure that the source exists in Recruit and is added to the position

You can review all your sources from the Sources page or by navigating to the Sources tab of the relevant position.

2. Set main source contact in position

Recruiting agencies may contain different contact points and it's a common practice to have recruiters specializing in a specific industry or occupation. Selecting the main point of contact in the agency will allow you to:

• Make sure you are referring your communication to the right recruiter in the agency.

• Communicate with all agencies for the same position at once, using the system email templates.

3. Request candidates

Requesting candidates can be done in bulk from all agencies at once, using the envelope at the source list header.

• This bulk action requires main contacts selected for all agencies.

• Recruit will use automatic email templates to send out a message regarding new positions/openings and request the candidates.

• The agencies will be blind copied (BCC'ed) onto the email, so no details are revealed to one agency about the others.

  

• Alternatively, each agency can be contacted individually:

  

4. Instruct the sources on the procedure and resume format

Recruit uses third-party technology for resume parsing and populating the information into a candidate's profile. To ensure the correct parsing of contact information when receiving it from the agencies, we recommend adding the following instructions to the Request candidates for the position template (accessible through your avatar at the top right > Templates > Auto-templates > To sources):

• The email from the recruiting agency has to contain an attached resume file.

• The candidate's resume format should not contain the agency/recruiter's name and contact details in the document header or footer. These details can be added as an image to avoid parsing the recruiter's details instead of the candidate's.

• The candidate's resume should not contain the candidate's name and contact details as an image.

5. Request candidate details

The common practice in the working process with recruiting agencies is to get the candidate's CV without contact details and request those only when you are interested in moving on with a specific candidate. Requesting a candidate's details is done by communicating with a specific agency after receiving a candidate who is a good match.

From the candidate card, select Request candidate's contact information.

When you send a request for contact information, the recruiting company simply needs to reply to the email. The reply-to email address is unique so it allows Recruit to add it to the discussion on the candidate card from which the request email was sent.

6. Notify sources on closing the position

When closing the position, Recruit will automatically prompt you to notify the position sources about it. The template Position: Closed will be used for this notification and will be sent out automatically when you select the option Notify sources.

Have more questions? Contact us at recruit.support@sparkhire.com