Communicate with External Recruiting Agency Users

Agency Messaging allows Trakstar Hire users and External Recruiting Agency users to communicate directly within a candidate's profile. Keeping conversations in Trakstar Hire helps centralize communication and provides context for discussions about individual candidates.

About Agency Messaging

Agency Messaging enables conversations between your hiring team and the External Recruiting Agency assigned to a candidate.

Both Trakstar Hire users and External Recruiting Agency users can:

Start a new conversation.
Reply to existing messages.
Receive notifications when new messages are available.

All conversations are tied to a specific candidate profile. Agency Messaging cannot be used outside the context of a candidate.

Send a Message as a Trakstar Hire User

To send a message to an External Recruiting Agency user:

Open the candidate's profile.
Select the Profile tab and click the Agency Messaging icon.
Enter your message.
Send the message.

When the agency replies, the conversation appears in the candidate's profile, allowing either party to continue the discussion.

Send a Message as an External Recruiting Agency User

External Recruiting Agency users can also initiate conversations.

To send a message:

You can find the Bubble icon next to the candidate's name.
Click the Agency Messaging icon. A blue icon here means there's a new message.
Enter your message.
Send the message.

If there are unread messages, a blue notification dot appears next to the messaging icon.

Receive Message Notifications

When a new message is received:

A blue notification dot appears on the Agency Messaging icon within the candidate's profile.
The candidate profile header indicates that a new message is available.
Both participants receive an email notification when a new reply is sent.

Message Visibility

Shared Conversations

For standard Agency Messaging conversations:

Any Trakstar Hire user with access to the candidate can view the conversation.
On the agency side, only the External Recruiting Agency user participating in the conversation can view the messages.

Private Conversations

Trakstar Hire users can start a private conversation with an External Recruiting Agency user.

Private messages are visible only to:

The Trakstar Hire user who started the conversation.
The External Recruiting Agency user participating in the conversation.

External Recruiting Agency users can also communicate privately with:

The candidate's current coordinator (stage owner).
Any Trakstar Hire user they have previously exchanged private messages with.

Delete a Message

Message authors can delete their own messages.

To delete a message:

Locate the message you want to remove.
Click the More menu (three dots) next to the message date.
Select Delete.

Can I message an agency outside of a candidate profile?

No. Agency Messaging is available only within the context of a candidate's profile.