Manage vendors and share jobs with recruitment agencies

Add an agency as a vendor, optionally invite it to your team, and share jobs through candidate submission links.

Add a vendor record

1. Open Settings → Team & Access → Vendors. Viewing requires Settings access; adding, editing, deleting, and sharing require the relevant vendor-management permission.

2. Select Add Vendor. Enter Company name and a valid Email address. Add the Contact name; it is required if you invite the vendor as a team member.

3. To create only the contact record, leave Add to Hiring Team unchecked and select Add Vendor.

4. To invite a team user as well, select Add to Hiring Team, choose a User Role, review its permissions, and select Add and Invite.

Review the selected role’s permissions and job scope. Invitations count toward the workspace’s user limit.

Invite or edit an existing vendor

Search the list by company, contact, or email and use the Team access filter. Not Invited, Invited, and Active reflect whether a corresponding team user is present and active.

Use Invite Vendor to Hiring Team on an eligible record to select the role and send the invitation. Use the edit action to correct contact details, then select Save changes. If an invitation fails, find the saved vendor and retry the invitation.

Share a job for candidate submissions

1. Open the intended job’s available actions or its Get More Applicants setup and select Share with Vendor.

2. Choose the intended vendor records in Vendors. Review the subject, message, and job details; preserve the supported submission link in the message.

3. Review any attachments and send. Check the operation result before retrying. Sharing depends on job access, vendor-sharing availability, and sending capacity.

4. The vendor can use the job-specific submission link to upload candidates for that role. Confirm new submissions in the job and review the source and candidate details.

Vendors can submit candidates through the emailed link without a team invitation. Invited users can access jobs according to their role’s permissions.

Remove access deliberately

Use the vendor’s more menu and Delete vendor to remove its contact record. Deactivate any corresponding user separately. For user access, follow removing or deactivating users and review any active job sharing. Existing candidate submissions are retained.

Troubleshooting and reporting

• Email already exists: search for the existing vendor and update or invite that record.

• Vendor added but invitation failed: keep the saved record and ask an administrator to check user permissions, role, and seat availability before retrying.

• A shared link cannot be used: check the job’s state, the vendor record, and the original sharing result. Check before resending.

• List cannot load: use Retry. Clear search and Team access filters if the list is loaded but narrower than expected.

Use Vendors Summary Report to review recorded vendor contributions with the report’s own date and scope definitions.