Do you have a vacancy that is difficult to fill, or have you outsourced the recruitment of new staff? In both cases, you can involve an agency. In this guide, we explain how to initiate the collaboration with an agency in the ATS of HROffice. The agency portal is an additional module of HROffice that is only visible and usable once we have activated it for you.

Creating an agency in HROffice

The first step is to create an agency in HROffice. Once you are logged into your HROffice account, go to the left-hand menu structure and navigate to: Settings > Integrations > Agency Portal.

Click the "Create" button in the top right to add a new agency. You will then see the following screen:

Here, you fill in all the information. You can also specify whether you want the agency to be automatically selected when you post a job vacancy and whether the agency will receive notifications about any changes.

In the response fields, you can choose which information you want to receive from the agency regarding a candidate.

After creating and saving an agency, you will see several icons, including an "envelope" icon. Through this button, you can invite the agency to HROffice. You can use dynamic fields to email instructions to the agency, allowing the user to log in.

Adding an agency to a vacancy

You have now saved the agency. You can now assign a job vacancy to an agency.

You will see the following overview:

Here, you can add additional information for the agencies, such as the hourly rate, desired period, and any relevant documents.

Then, at the bottom, select an agency in the "Agencies" field. For each added agency, you can specify a maximum number of candidates, maximum number of hours, and add comments.

The agencies must be added in advance.

Click the blue "Save" button. The job vacancy is now successfully shared with the agency.

The agency automatically receives an email with the request to log in to the ‘agency portal’ and submit candidates for the vacancy. Candidates that are submitted will automatically be loaded into the ATS, so the recruitment process can begin.

Notes that have been filled out by the agency will be visible in the ATS under the candidate’s profile. After you have included the candidate in your recruitment process and change the candidate's status, this status change will also be visible in the agency’s ‘agency portal’.

For candidates submitted by agencies, a chat option has been added to the dossier. Through 'Agency Communication' in the candidate’s profile, it is possible to send chat messages. The communication with the agency then becomes part of the dossier.

How can I identify candidates who have come through an agency?

There are several ways to see that a candidate has come through an agency.

Would you like to know more about the rates and options? Feel free to send us a chat message (via the chat option at the bottom right of your screen), email us, or give us a call.

We are ready to assist you!

Kind regards,

Team HROffice Recruitment