iRecruit

Step-by-step guide

This guide explains how you can use the iRecruit agency portal to collaborate with recruitment agencies, while maintaining control over the recruitment process and ensuring compliance with industry standards.

Contents

• Introduction
• Agency Application
• Agency Channels
• Agency Users
• Publishing a Job to a Recruitment Agency
• Guidance for Recruitment Agency Users
  • Submitting Candidates
  • Viewing Submitted Applicants
  • Editing Candidate Details

Introduction

iRecruit offers a comprehensive solution for managing recruitment agency partnerships, with features that streamline the entire process of publishing job vacancies, receiving applications, and progressing candidates through the recruitment workflow. Here's a summary of the key functionalities:

1. Direct Job publication to recruitment agencies: You can publish job vacancies directly to a list of selected recruitment agencies, making it easier for agencies to access your job openings and submit candidates.
2. Automated email notifications: Once a job vacancy is published, the selected agencies receive an automated email inviting them to submit applicants via the iRecruit Agency Portal.
3. Agency submissions: When an agency recruiter submits a candidate, the application appears in the Recruiters Portal with a status of "Agency New." It is also marked with an agency icon for quick identification.
4. Recruitment workflow integration: Once the application is submitted by an agency, it is integrated into your existing recruitment workflow. You can review and progress candidates as you would for other types of applicants (e.g., online, internal).
5. Communications with agency recruiters: Communications related to the status of the application (eg status change, notifications) are triggered in the same way as for other applicant types. However, the key difference is that these communications are sent to the agency recruiter, not the candidate, ensuring compliance with UK recruitment agency terms and conditions.

iRecruit’ s Agency Portal offers an efficient way to collaborate with recruitment agencies, while maintaining control over the recruitment process and ensuring compliance with industry standards.

Agency Application

 A specific ‘Agency Application’ is configured into your iRecruit system, based on existing variables. It is possible to switch each field on or off for the ‘Agency Application Form’. It is usual that this will be more concise than standard applications in iRecruit and will allow for a CV upload. Please discuss your requirements with you Ciphr Implementation Consultant who can configure this form based on your specification.

Agency Channels

Each ‘Recruitment Agency’ from your preferred supplier list must be setup as an ‘Agency Channel’ in the Admin Portal:

• Login to your ‘Admin Portal’
• Click the appropriate ‘Stream Name’
• Click ‘Recruiters’, ‘Users’ and then ‘Agencies’
• Complete the fields and click ‘Save’ to create the ‘Agency Channel’

Agency Users

Once the ‘Agency Channel’ has been created, you are ready to create access for the Recruitment Consultancy in the specified Agency as ‘Agency Users’ who are linked to the correct ‘Agency Channel.’

• Login to your ‘Admin Portal’
• Click the appropriate ‘Stream Name’
• Click ‘Recruiters’, ‘Users’ and then ‘Recruiters'

• Click ‘Add Recruiter’

• Allocate the correct ‘Agency Channel’ for the Recruitment Agency that this user belongs to
• You will be required to provide the ‘Agency Recruiter(s)’ with their login credentials and the URL to access the system.
• This is the same URL as your ‘Recruiters Portal’ for example: https://customername.ciphr-irecruit.com/recruiters

Publishing a Job to a Recruitment Agency

When publishing a job, if you wish to push this job to a recruitment agency, or multiple agencies:

• Click ‘Select Agencies to publish’  (this will display your preferred supplier list)
• From your preferred supplier list select an agency, or multiple by populating the check box alongside each agency
• Ensure that the checkbox is ticked for ‘Send email to selected agencies?’
• Continue to publish the job as usual

Guidance for Recruitment Agency Users

When a new job has been published to an agency recruiter, they will receive an email notification automatically from iRecruit. The email will explain that they need to log into the iRecruit system using their account credentials in order to submit suitable candidates.

Submitting Candidates

Steps for Agency Recruiters to Submit Candidates:

1. Log into the System:
   • Use your agency recruiter account details to log into the iRecruit platform
2. Navigate to 'My Jobs':
   • Once logged in, click on the ‘My Jobs’ tab to view the list of jobs that have been published to your agency
3. Check Job Status:
   • Only jobs that are still active will be available for you to submit candidates for
   • Expired jobs will be clearly marked as expired and will not be available for candidate submissions

Once you’ve selected an active job, you can proceed to submit candidates.

Steps to Submit a Candidate:

1. Click the + Icon:
   • To submit a new candidate for a job, click on the + icon in the system
2. Complete the ‘Agency Application Form’:
   • A form called the ‘Agency Application Form’ will appear. Fill in all required information for the candidate
3. Upload Documents:
   • Attach the candidate’s CV and covering letter, if required for the job
4. Submit the Application:
   • Once you’ve filled in all the necessary details and uploaded the required documents, click ‘Submit’ to send the application
   • If you need to submit additional candidates for the same job, you can click ‘Submit and Add Another’ to submit another application without leaving the page
5. Confirmation:
   • After submitting the candidate, you will receive a confirmation that the application has been successfully submitted

By following these steps, you can easily submit candidates to any job published to your agency.

Viewing Submitted Applicants

• You can see how many candidates you have submitted for each job and view the details for the candidates by clicking on the number in the ‘Number of candidates submitted’ column.

• Within the ‘My Candidates’ tab you will be shown any candidates you have submitted. To view the details for a particular candidate, click on their name

Editing Candidate Details

• To edit any details for a candidate, click on the Edit icon, you will then be shown the application form that was previously submitted for that candidate. Make any changes as required and click ‘Save changes' to confirm