Agencies Setup

this guide outlines how to set up agencies in your instance if you've been added as an agency user, check out docid\ smnq8t0nusbvnjbyjy0rs for information on navigating ashby agencies setup overview see the table below for more information on the access roles that have the ability to set up agencies in ashby access role can set up agencies? limited access ❌ agency users ❌ elevated access external recruiter (not linked to an agency) ❌ elevated access analyst ❌ elevated access hiring team member ❌ elevated access hiring manager ❌ elevated access admin ❌ elevated access admin (private) ❌ organization admin ✅ create an agency to create an agency, navigate to https //app ashbyhq com/admin/organizational settings/agencies/list , then click create agency add in the agency name, then click submit once created, you can click on the newly created agency and specify an agency source if a corresponding source for the agency doesn't already exist, click create new source to add one this source will automatically be applied to all candidates added through this agency once a source has been assigned to the agency, the create new source button will no longer be shown to create a new source to add to an existing agency, navigate to admin > organization setup > https //app ashbyhq com/admin/organizational settings/sources more on this at docid\ ietsrgcsyxtkp9vhuynza grant agency permissions with agencies, you set permissions at the agency level, and they are applied to all agency users you can grant agency users external recruiter access to specific jobs and departments here as needed those with external recruiter access will only be able to view the candidates they add to a job, or candidates that their agency are listed as the source on 1\) hit the + icon to provide access to the specific team or job required 2\) choose the access role for agency users, this will always be external recruiter 3\) use the restrict to team/job dropdown to select the department or job the agency user should have access to agency settings https //app ashbyhq com/admin/organizational settings/agencies/agency settings allow you to give users or external recruiters added to the agency additional access to areas of a candidate’s profile once agency users have been added, you can use the radio buttons on the agency settings page to allow them to see notes on a candidate, emails exchanged with the candidate and/or any feedback forms that have been completed for the candidate the settings selected will apply to all agency users agency users will still only be able to view candidates that they have added or that have their agency listed as the source add users and send invites once permissions are set up, you can add agency users click create new agency user , enter their name, then click create next, input their email address, and activate their profile once set up, you'll have the option to send an invite email by clicking send invite email send invite email once an agency user is set up, you'll have the option to send them an invite email please note that invite emails can only be sent out to agency users, they cannot be sent to employees faq agency user access w hat can i do if the agency user hasn’t received their invite email? even if they haven't received the invite, agency users can still access ashby via the main sign in page https //app ashbyhq com/signin you can also resend their invite emails from the agencies section in ashby from there they can sign in with google, microsoft, or the magic link option c an agencies log in without a google workspace or microsoft account? yes! we now support user login via a magic link sent to a user's email i have sso set up on my account how does this impact agency users? if you are adding agencies and agency users, please reach out to support or your csm if you have sso set up on your ashby account if the agency users are added in the admin > organization setup employees section of your account so they can have additional permissions, please ensure that they are listed in your idp so they can log in to ashby i have sso set up for my ashby organization and want to enforce sso only logins, even for agency users how do i do this? you would need to add the agency users to your identity provider so they can log into ashby in this case w hat can agencies see on the candidate profile? by default, agency users can view the stage the candidate is in, notes that they’ve written or have been tagged in, sourcing information, the hiring team, and the candidate summary you can adjust whether agency users should be able to see notes, emails or feedback in the settings section of agencies https //app ashbyhq com/admin/organizational settings/agencies/agency settings these settings will apply to all agency users c an agency users access the internal job board? no, agency users will not be able to access the internal job board from their home page they're also prevented from directly visiting the internal job board url and direct internal job posting urls ca n agency users see notes on a candidate’s profile? if your docid\ hprdn81j0nbggnh4s je1 are set so agencies can see notes, then yes they will be able to view notes on the candidate’s profile that are not set to private c an agency users still see candidates after the candidate’s been rejected or archived for the role? yes, agency users will still be able to see the candidates linked to their agency even if the candidate is in the archived stage c an agency users email a candidate, schedule an interview for them or change their stage? no, agency users will only be able to add new candidates, view the candidate profile and add notes to the candidate feed they will not be able to take actions like emailing a candidate from ashby, scheduling an interview or change the candidate’s stage ca n i switch an agency user to be an employee user instead, so i can assign them different permissions? you can, yes this is usually used when you’d like to provide an agency user with additional access to certain roles (for example, the ability to schedule candidates and view all candidates considered for the role) head to admin > organization setup > agencies select the agency and the agency user in question head to the permissions tab on the user’s profile in the agency drop down, click the x beside the agency name this will remove the link between the user and the agency the user will automatically be given the limited access access role if you’d like to provide them with a specific access role to a job or department, set them to have elevated access, the determine the level of access they should have and the roles, departments or locations they should have access to more on this at ashby permissions if you’d like to switch an employee user to be an agency user, use the agency dropdown on the user’s profile to select an agency and assign it to the user agency user management h ow do i archive an agency? to archive an agency, head to admin > organization setup > https //app ashbyhq com/admin/organizational settings/agencies/list and click on the agency in question scroll to the bottom of the page to find the option to archive the agency you can restore them again at any time