Purpose

This doc describes the experience for the external agency recruiter.

Configuring agency portal

For steps to set up the agency portal, read Agency Portal: Configuration.

Accessing the Portal

1. The user receives an email invite with a link to create a password.
   
2. Once logged in, they see the Agency Portal.

Viewing Positions

• Open Positions Tab: Displays all jobs currently assigned to the agency by your organization.
  
• Position Details: Clicking a position reveals the Job Description (JD) and "Ideal Candidate" insights (skills, experience level) to help the agency understand the role requirements.
  
  • Note: Agencies cannot see your internal candidate pipeline or other sensitive data.

Submitting Candidates

1. Inside a Position, click Submit Candidate.
   
2. Upload the candidate's Resume (PDF/DOCX)(Max file size: 10MB).
   
3. The system parses the resume and populates a review form.
   
4. The user verifies the details and answers any required questions.
   
5. Click Submit.

Tracking Submissions

The Submitted Candidates tab shows a history of all submissions. The status column provides high-level feedback:

• Active: The candidate is currently under review (in any pre-hire stage).
  
• Hired: The candidate was successfully hired.
  
• Rejected: The candidate was rejected.

Candidate Ownership & Duplicate Logic

Eightfold uses "Ownership Days" to determine credit for a hire and to prevent duplicate processing.

Duplicate Detection

When an agency uploads a resume, the system checks for existing profiles based on Email, Phone Number, and Name. If a duplicate exists and is currently valid under another source's ownership, the submission is rejected immediately with an error: "Duplicate profile submitted."

Ownership Logic

When configuring an agency, you set Candidate Ownership Days (e.g., 30, 60, 90 days).

• Ownership Days > 0 (Standard):

  • Once Agency A submits Candidate X, they "own" that candidate for the specified duration. Owning agency can submit the candidate to multiple positions during ownership window
    
  • Blocking: No other agency can submit Candidate X for the same position. While the candidate is blocked from applying directly or via referral to the specific position submitted by the agency, they can still apply to other open positions on the career site.

• Ownership Days = 0:

  • Blocking: Application to the same position from other sources is blocked if the candidate is active.
    
  • Non-Blocking: Other agencies or the candidate themselves can apply to different positions.

Status/Stage Mapping

The detailed internal stages of Talent Tracking ATS (e.g., "Phone Screen," "Onsite Interview") are mapped to the three simple statuses visible to the agency (Active, Hired, Rejected) to maintain internal process privacy while keeping agencies informed.