Agencies Setup

this guide outlines how to set up agencies in your instance if you've been added as an agency user, check out agencies users docid\ smnq8t0nusbvnjbyjy0rs for information on navigating ashby agencies setup overview permissions only organization admins can configure an agency and add agency users create an agency to create an agency navigate to admin > organization setup > agencies https //app ashbyhq com/admin/organizational settings/agencies/list click create agency enter the agency name click submit the create agency button to add a new agency once created, click the newly created agency and specify an agency source the create new source button to add a new source for your agency if a corresponding source for the agency doesn't already exist, click create new source to add one this source is automatically applied to all candidates added through this agency once you assign a source to the agency, the create new source button no longer appears to create a new source to add to an existing agency, navigate to admin > organization setup > candidate sources https //app ashbyhq com/admin/organizational settings/sources for more information, see source types and sources docid\ ietsrgcsyxtkp9vhuynza grant agency permissions with agencies, you set permissions at the agency level, and ashby applies them to all agency users you can grant agency users external recruiter access to specific jobs and departments as needed those with external recruiter access can only view candidates they add to a job, or candidates for which their agency is listed as the source assign the agency access role and teams to grant an agency access to a job navigate to admin > organization setup > agencies select the agency in question from the agencies list, then scroll to the job access roles section click the + icon to provide access to the specific team or job required choose the access role for agency users, this is always external recruiter use the restrict to team/job dropdown to select the department or job the agency user should have access to agency settings the agency settings https //app ashbyhq com/admin/organizational settings/agencies/agency settings page lets you give users or external recruiters added to the agency additional access to areas of a candidate's profile once you add agency users, use the radio buttons on the agency settings page to control whether they can see notes on a candidate, emails exchanged with the candidate, and/or completed feedback forms for the candidate these settings apply to all agency users setting overall agency access settings agency users can still only view candidates they've added or candidates whose agency is listed as the source add users and send invites once you set up permissions, you can add agency users click create new agency user enter their name click create the create new agency user button next, enter their email address and activate their profile activating a user once set up, you have the option to send an invite email by clicking send invite email send invite email once an agency user is set up, you have the option to send them an invite email you can only send invite emails to agency users, not to employees an example of an invite email sent to an agency user faq agency user access what 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 can 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're adding agencies and agency users, reach out to support or your csm if you have single sign on (sso) set up on your ashby account if you add agency users in the admin > organization setup > employees section so they can have additional permissions, ensure they're listed in your identity provider (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? add the agency users to your identity provider so they can log in to ashby in this case what 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 can see notes, emails, or feedback in the agency settings https //app ashbyhq com/admin/organizational settings/agencies/agency settings section these settings apply to all agency users can agency users access the internal job board? no, agency users can't access the internal job board from their home page they also can't visit the internal job board url or direct internal job posting urls can agency users see notes on a candidate's profile? if your agencies setup docid\ hprdn81j0nbggnh4s je1 are set so agencies can see notes, agency users can view notes on the candidate's profile that aren't marked private can agency users still see candidates after the candidate's been rejected or archived for the role? yes, agency users can still see candidates linked to their agency even if the candidate is in the archived stage can agency users email a candidate, schedule an interview for them, or change their stage? no, agency users can only add new candidates, view the candidate profile, and add notes to the candidate feed they can't take actions like emailing a candidate from ashby, scheduling an interview, or changing the candidate's stage can i switch an agency user to be an employee user instead, so i can assign them different permissions? you can, yes do this when you want to give an agency user additional access to certain roles (for example, the ability to schedule candidates and view all candidates considered for the role) navigate to admin > organization setup > agencies select the agency and the agency user in question, then go to the permissions tab on the user's profile in the agency dropdown, click the x beside the agency name to remove the link between the user and the agency ashby automatically assigns the user the limited access access role if you want to give them a specific access role to a job or department, set them to elevated access, then determine the level of access they need and the roles, departments, or locations they should access 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 how do i archive an agency? to archive an agency navigate to admin > organization setup > agencies https //app ashbyhq com/admin/organizational settings/agencies/list click the agency in question scroll to the bottom of the page to find the option to archive the agency you can restore an archived agency at any time