If you partner with outside recruiting agencies or contract agency recruiters, you know how important it is to have great communication and centralized data.

Agencies allows you to seamlessly integrate agencies into your overall recruiting process. Using the Agencies homepage, your assigned agencies can submit candidates, view information about the current and next stage of candidates, and receive feedback about their submissions.

We've collected some best practices to help you and your agency partners get the most from Agencies.

Turn on notifications

It's best to turn on notifications for new agency submission emails for each of your jobs. By doing this, whenever an agency submits a new candidate, you'll receive an automated notification. The notification will warn you if this candidate might be a duplicate of another candidate in your system.

To turn on notifications for new agency submissions, click Configure Configure icon on your navigation bar and then select Notifications from the left panel.

Screenshot of Configure > Notifications

Next, select Set notifications by User.

Click Edit next to the user names that should receive this notification.

Screenshot of Configure > Notifications > Users > Edit

Navigate to the new agency submission emails section and click Turn all on. You can also use the dropdown menu from the top to turn on notifications for a single job at a time.

Click Done when you're finished.

Screesnhot of new agency submission notification

Leverage reporting

With your agency submissions coming into Greenhouse Recruiting, leverage reporting to measure the quality of submitted candidates. This can help you narrow down which agencies are the most successful. The candidate quality by source report offers a great snapshot.

To run this report, click Reports from your navigation bar and then select Essential reports.

Screenshot of Essential reports button

Scroll to Learn from Past Recruiting Efforts and select Candidate Quality by Source.

Screenshot of candidate quality by source report button

Your report will generate.

Learn more about the Candidate quality by source report.

Include agencies on relevant emails

When an agency recruiter submits a candidate, their email will be connected to the candidate. When you Email the candidate or Email the team, you can cc the agency or agency recruiter to keep them informed.

Emails sent through Greenhouse Recruiting are tracked on the candidate's activity feed.

Agency notes

Agencies can provide notes about the candidates they submit or any candidates submitted by recruiters on their team. This fosters better communication on the agency side and ensures you have everything you need to know about a given candidate. Encourage your agency recruiters to consider leaving notes in Agencies with helpful context about their candidates.

Sharing feedback

When you reject a candidate who was submitted by an agency, you can add Rejection Notes to Agency. These notes show up as feedback for the agency recruiter in Agencies. Rejected candidates won't be able to see your rejection notes.