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  3. Recruitment Agency guidelines

Providing ATS access to a recruitment agency

Learn all about providing ATS access to a recruitment agency & what it means for you and the agency in terms of processing candidates'.


Usually, an organisation will have various user types accessing the ATS, for example:

  • Superuser type
    May have access to all areas of the ATS and be able to carry out any action.   
  • Hiring Manager user type
    May only see roles aligned to their area of the organisation and may only carry out limited processing actions.

User types vary per organisation and are generally based around the type of processes that you have in place around recruiting.

Some organisations work with recruitment agencies to help them source suitable candidates for their roles.

To help support this approach to recruiting you may provide the agency with their own access to the ATS which is much like a portal.

By default, the agency portal provides very specific access to its users, this is so that confidentiality isn't breached and to prevent actions from being carried out incorrectly.

It's very important that you are clear with the agency about processes at the start of the working relationship so that they have a full understanding of how their portal works and what they will and won't be able to do in terms of processing candidates.

How to provide Agency Portal access

The first step is to make sure that the agency portal is available to your organisation. 

If you are a brand new customer:

  • Discuss access with your Service Delivery Manager at Tribepad.

If you are an existing customer:

  • Discuss access with the main ATS lead within your organisation who will need to contact the Customer Success Team. 

The next step is to provide the agency with access to the agency portal.

This is carried out via the Manage Administration tool, so it would need to be the person within your organisation that has access to do that.

  • Login to Manage.
  • Select ATS Users from the top navigation menu.

On the left-hand side of the page, you will see Create User.

  • User Role
    Select this drop-down menu and select the relevant user role to expand the next drop-down menu.
  • Sub User Role
    Generally, you will see the word Agency listed here.

  • Firstname
    Enter the first name of the agency user.
  • Lastname
    Enter the last name of the agency user.
  • Username
    Enter the email address of the agency user.
  • Password
    Enter a password, but do not provide this to the agency user.
  • Confirm Password
    Enter the same password, but do not provide this to the agency user.

When the agency user attempts to log in to the portal for the first time, they should select 'Forgotten Password' and follow the password reset steps.

This allows the agency user to create their own secure password.

  • Send welcome email
    Select this toggle on to send the agency user a welcome email.

  • Create
    Select the create button.

The agency user will now be created and a green banner at the top of the screen will confirm that action.