How External Recruiting Agencies Add Resumes to Trakstar Hire

If your organization works with external recruiting agencies, you can create dedicated agency logins that allow recruiters to submit candidates directly into Trakstar Hire while keeping the rest of your hiring data secure.

Why Use External Recruiting Agencies?

Creating an external recruiting agency account allows agencies to submit candidates directly to specific job openings without giving them access to your internal recruiting data.

Benefits include:

  • Agencies receive their own login.
  • Agencies can only upload candidates to the openings you assign.
  • Candidate source tracking is automatically recorded using the agency's name.
  • Agencies cannot access:
    • Existing candidates in your account
    • Candidates submitted by other agencies
    • Internal notes
    • Interview feedback
    • Candidate messages
  • Agencies are automatically warned if they attempt to upload a duplicate candidate.

Set Up an External Recruiting Agency

Add an Agency to an Opening

  1. Select Openings from the left navigation.

  2. Open the job opening you want the agency to access.

  3. Select the Candidate Sources tab.

  4. Next to Recruiting Agencies, click Add now.

  5. Scroll to the agency section and click Add an external agency to this opening.

You now have two options:

Option 1: Use an Existing Agency

If you've already created the agency for another opening:

  1. Click Select agencies.

  2. Choose the existing agency.

  3. Save your changes.

Option 2: Create a New Agency

  1. Click Add new agency.

  2. Enter:
    • Agency name

    • Agency email address

  3. Click Add.

Note: If you enter an email address from a domain that already belongs to an existing agency, Trakstar Hire will prompt you to use the existing agency instead of creating a duplicate.

You can add multiple agencies before saving.

When finished, click Save.

Remove an Agency from an Opening

To remove an agency's ability to submit candidates:

  1. Open the job opening.
  2. Locate the assigned agency.

  3. Click Un-assign beside the agency's name.

After an agency is unassigned:

  • They can no longer submit new candidates.
  • They can still view the progress of candidates they previously submitted.

Assign Agencies to Multiple Openings

Account Super Admins can manage agencies centrally.

Navigate to:

Settings → Recruiting Agencies

When creating or editing an agency, you can assign the agency to:

  • One opening
  • Multiple openings
  • All openings

What Happens if an Opening Is Archived?

If an opening is archived:

  • Agencies can no longer submit candidates.
  • Agencies can still monitor candidates they previously submitted.

If an opening is made Private instead of archived:

  • Agencies can continue submitting candidates if they remain assigned to that opening.

Agency Invitation Process

After you add an agency, Trakstar Hire automatically sends an email invitation.

The agency user can then:

  1. Open the invitation email.
  2. Create their account.
  3. Begin submitting candidates to the openings they've been assigned.

You can see what the agency setup looks like by clicking here.

Working with Multiple Recruiters at One Agency

If several recruiters work for the same recruiting agency, Trakstar recommends using one shared agency account.

Benefits include:

  • All recruiters can view candidates submitted by their agency.
  • Candidate sourcing remains consistent.
  • Removing agency access only requires unassigning a single account.

If the Agency User Already Has a Trakstar Hire User Account

A person cannot be both a standard Trakstar Hire user and an external recruiting agency user using the same email address.

To convert the user:

  1. Go to Settings → Company Settings → Users.
  2. Locate the user.

  3. Click Deactivate.

Next, contact Trakstar Support and request that the user's email address be changed so it can be used for an external recruiting agency account.

After Support completes the change, you can add the person as an external recruiting agency.

Once converted, they will no longer have access to their previous standard Trakstar Hire user account.

Can You Communicate with External Recruiting Agencies?

Yes! Trakstar Hire includes a built-in messaging system that allows you to communicate with external recruiting agency users directly within candidate profiles. Check this link for more!

When Should You Make Someone a Full User Instead?

If an external recruiter needs to:

  • Schedule interviews
  • Move candidates through the hiring process
  • Send candidate emails
  • Perform broader recruiting tasks

consider creating a full Trakstar Hire user account instead of an external recruiting agency account, as those permissions are not available to agency users.

Have questions? Email us at hire@trakstar.com!  

Still need help? Contact Us Contact Us