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How can you collaborate with a recruitment agency in eRecruiter?
How can you collaborate with a recruitment agency in eRecruiter?

Two ways of using the eRecruiter system in collaboration with a recruitment agency

Agnieszka Otręba avatar
Napisane przez Agnieszka Otręba
Zaktualizowano ponad tydzień temu

Have you decided to recruit in collaboration with a recruitment agency? Here are two solutions you can employ to migrate your collaboration to the system. These two options differ depending on who is filling in the application form. You can choose between two scenarios:

  1. a candidate recommended by the recruitment agency submits her or his job application to the employer;

  2. the recruitment agency sends you the candidate’s details using the eRecruiter application form.

Method 1: A candidate recommended by the recruitment agency submits her or his job application to the employer

It is the least troublesome and the simplest form of collaboration, which we recommend to our clients. The agency forwards a link to your application form directly to the interested candidate, who completes and submits it herself or himself.

In this case you can use one recruitment project, employing one of the basic eRecruiter system features, i.e. generating links to diverse application sources.

When you activate your recruitment project, the system will automatically generate a certain pool of links to the form (depending on your corporate arrangements). You can expand this pool with new places of publication, for which you can generate separate links. It means that having a single recruitment project, you can create links to, for instance,, your career website, your LinkedIn profile, but also to the recruitment agency 1, the recruitment agency 2, etc. All you have to do later is send an appropriate link to a given person representing a given medium, i.e. the recruitment agency in this particular case.

In order to add a new link source, go to the system setting and then Job offers sharing tab.

To generate link, go to the Projects tab, click Options and then Links to recruitment projects:

Here you can generate links to all sites / sources of candidates for a given recruitment project, including recruitment agencies:

Having received the link, the agency forwards it to the candidate, who can fill in the received form. In the form, the candidate immediately sees the employer’s information clause and can express consent to data processing for the purposes of future recruitment processes.

After clicking “Send” in the form, the candidate will receive an automatic reply prepared earlier in the eRecruiter system. It should not be a generic automatic message, but a reply prepared especially for this particular type of recruitment, informing, for instance, about what the candidate can expect after submitting the application.

What you have to take care of is how the agency gets to know that the candidate has applied for the job. The best solution would be if the candidate, having submitted the application, informed the person they received the link from about it. You can obviously handle it yourself — you will easily generate a report with a list of candidates who have applied for jobs recommended by a selected agency and send such a report to the recruitment agency.

​Using links for recruitment purposes, you will be always able to check the number of applications coming from a given source — in this case from a recruitment agency. With filters used in the Projects tab or reports, you have access to real-time information about the number of submitted resumes within just a few clicks. What is more, dividing your recruitment project into stages will help you evaluate the quality of the submitted applications — you will quickly check how many candidates from a given source have been rejected, have moved on to the next stage, or have been hired. You can check it in the Reports tab, the Sources section:

To sum up, in order to employ the method described above, you need:

  • one recruitment project,

  • separate links for each and every source of data you use.

Method 2: The recruitment agency sends the candidate’s details to the employer

In this case, the agency receives a link to the form, but instead of sending it to the candidate it enters their details and answers itself. However, you need to remember about a number of conditions that must be met.

Step 1. Create a separate recruitment project in eRecruiter

Create a separate recruitment project for a given position and a specific agency in the system. For instance, if you are looking for a HR Assistant candidate on your own, but you also want to use the agency’s services, you have to create two recruitment projects. It is advisable that the position name should be accompanied with the information that a given project is connected with a specific agency, e.g. HRA — Agency 1. Remember that in this case you can define different questions for the application form and different ones for the recruitment project you handle yourself.

Step 2. Make sure that the agency is allowed to submit the candidate’s details and obtain an appropriate statement from the agency

When an application is received by the system, a statement of the agency should appear in the candidate’s profile informing that the agency has obtained the candidate’s consent for their data to be transferred to a specific employer. Such a statement for the agency should be added at the stage of creating a recruitment project involving the agency (the statement should be included in the application form filled in by the agency). To avoid any doubt, you might want to consult the wording of such a statement with your legal department. Your organization might have different corporate requirements applicable to such a solution.

Why is this statement so important? Since the agency, not the candidate, enters the data, you should demonstrate that the agency has the candidate’s consent to her or his data to be transferred to a specific employer. Remember that this information will be saved on the candidate’s profile — in the event of any requests or questions from the candidate, the employer can refer to the agency’s statement.

Step 3. Inform the candidate about data processing

Create a dedicated autoresponder — an automated reply sent to the candidate as soon as the agency clicks “Send” in the application form. This way the candidate will be informed about the fact of sending their data to a specific entity and the terms of processing of such data. Using the autoresponder feature, the employer can fulfil its obligation related to providing the candidate with the required information. This automatic message should be attached when a recruitment project for the agency is being created.

To sum up, if you choose to use this solution, you need:

  • separate recruitment project;

  • a statement for the agency on the candidate’s consent to her or his data to be transferred to the employer;

  • a dedicated automated message to fulfill your obligation related to providing the candidate with the required information.

What are the benefits of collaborating with a recruitment agency via the system?

First of all, all applications submitted by candidates go directly to the system, so you will fulfil all your obligations related to providing your candidates with the required information. Moreover, you will be able to verify the effectiveness of your job application sources.

​Employing the platform, you minimize the number of unnecessary e-mail messages, you do not need to think about your information-related obligations, and you have insight into the effectiveness of the sources you collaborate with. All you need to do is select one of the discussed methods that will be most suitable for your organization.

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