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 UsersAgencies Users 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.
- Click Create Agency.
- Enter the agency name.
- Click Submit.
Once created, click 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 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. For more information, see Source Types and SourcesSource Types and Sources.
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.
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 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.
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.
Next, enter their email address and activate their profile.
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.
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. 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 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 SetupAgency Settings 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?
Agency users do not have the ability to email or schedule candidates; to allow them to take those actions ro assign them other permissions, there are a few changes that would need to be made on your end and in their Ashby profile.
If you do not have SCIM or SSO configured:
- Navigate to Admin > Organization Setup > Agencies and click on the agency and user in question.
- In their profile’s Permissions tab, locate the Agency drop-down menu and click the X beside the agency name; this will remove the link between the user and the agency.
Once the link has been removed, they will automatically be converted to a Limited Access employee user. You can then update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find in Admin > Organization Setup > Employees.
After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling. You can read more about that assigning access at User PermissionsUser Permissions.
If you have Google Workspace and SSO configured
- Add the agency user as a domain user within your Google Workspace account settings; doing so will automatically provision a new separate account for them in Ashby via the Google Workspace integration. They will be provisioned as a Limited Access user.
- Once they’ve been added, you can update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find at Admin > Organization Setup > Employees.
After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling.
The user will then log into Ashby using the Sign in with SSO option instead of the Magic Link option.
If you have Microsoft 365 and SSO configured
- Add the agency user as a user within your Microsoft 365 account settings; doing so will automatically provision a new, separate account for them in Ashby. They’ll be provisioned as a Limited Access user.
- Once they’ve been added, you can update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find at Admin > Organization Setup > Employees.
After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling.
The user will then log into Ashby using the Sign in with SSO option instead of the Magic Link option.
If you have SSO and SCIM configured
- First, you will need to create a user record in your IdP directory. You will need to create a new email address for them that utilizes your domain, so that it can be verified via SSO during the login process.
- Once they have been added to your directory, a new, separate account will automatically be provisioned for them in Ashby on the next directory sync. They will be added as a Limited Access user. Once they’ve been added, you can update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find at Admin > Organization Setup > Employees.
After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling.
The user will then log into Ashby using the Sign in with SSO option instead of the Magic Link option.
Agency user management
How do I archive an agency?
To archive an agency:
- Navigate to Admin > Organization Setup > Agencies.
- 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.