Overview
You can add and manage external recruiting agencies directly in Gem. Once added, agency recruiters can submit candidates to assigned jobs, view the status of their own submissions, and track application activity.
This workflow is designed for teams that work with third-party agencies and want to centralize agency submissions in Gem while maintaining data security and clear ownership.
Agency recruiters are automatically assigned the Restricted role, which limits their visibility to jobs they’re assigned to and applications they submit. This ensures recruiters can’t view or edit candidates submitted by other recruiters, internal team members, or other agencies. You can expand a recruiter’s access at any time by adjusting their role permissions or creating and assigning a custom role to them. For more information, see Gem Access Types & Permissions.
Note: Agency recruiters must be assigned to jobs before they can submit candidates for that job.
Requirements
- Your team must use Gem ATS.
- Agency experience is enabled for your Gem account.
- You must have Admin access to your Gem account.
Add an agency
Only Admins can add new agencies.
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Agencies tab.
- Select the Agencies header to open the Agencies and agency recruiters details.
- Select the + New agency button next to the agency search bar.
- In the Add agency pop-up, enter a name for this agency. This appears in your list of sources, which allows you to filter candidates and jobs by agency.
- Under Source, select one of the following options. This determines how agency-submitted candidates are labeled in Gem. It appears on the candidate profile and on applications added to jobs.
- Create new source: The name entered above is automatically populated as the new source name. The source type is always set to agency.
- Map to existing source: A dropdown appears where you can select an existing agency. Only sources of the Agency type are listed here.
- Select the Save button.
The new agency appears in your list of agencies.
View list of agencies
Only Admins can view the list of agencies.
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Agencies tab.
- Select the Agencies header to open the Agencies and agency recruiters details.
The list of agencies appears on this page. You can search for a specific agency by name or by the email address of a recruiter associated with that agency.
Add an agency recruiter
You can only add an agency recruiter after you’ve added an agency to associate with this recruiter. Only Admins can add new agency recruiters.
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Agencies tab.
- Select the Agencies header to open the Agencies and agency recruiters details.
- Select the + New agency recruiter button next to the agency search bar.
- In the Add agency recruiter pop-up, complete the following fields. Required fields are indicated by an asterisk * next to the field name.
Field | Description |
*Agency | Select an existing agency to associate with this recruiter. If it doesn’t exist yet, see Add an agency for steps to create it. |
*First name | The first name of the recruiter. |
*Last name | The last name of the recruiter. |
*Email | The email address of the recruiter. This field only accepts work email addresses from a different domain than your Gem account. |
- Select the Send invite button. This sends an email to the recruiter inviting them to join your Gem account.
- After the recruiter accepts the invite, they’ll be prompted to log in. To learn more about how recruiters access and navigate Gem, see Gem ATS: Manage candidates as an agency recruiter.
Assign a job to an agency recruiter
After an agency recruiter has accepted their invite and signed up for Gem, Admins can assign jobs to that recruiter. Recruiters can’t view or assign candidates to jobs until they’ve been assigned to them.
Note: Adding an agency recruiter to a job doesn’t add them to the recruiter field in the job details page. This field is reserved for members of your team.
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Agencies tab.
- Select the Agencies header to open the Agencies and agency recruiters details.
- Search for or scroll down to the agency recruiter you want to assign jobs to.
- Select the name of the agency recruiter to open the agency recruiter details pop-up.
- In the Add to job field, search for the name of the job you want to assign to this recruiter.
- Select the job in the dropdown.
The list of jobs assigned to this recruiter updates with this job added.
Note: You can’t assign jobs to agency recruiters in bulk.
After the recruiter has been added, the count of jobs assigned to that recruiter updates in your Agencies admin settings.
View list of agency recruiters
Only Admins can view the list of agency recruiters.
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Agencies tab.
- Select the Agencies header to open the Agencies and agency recruiters details.
- The list of agency recruiters appears on this page, with each recruiter categorized under the agency they’re associated with. You can search for a specific recruiter by name or email.
View agency-submitted candidates
Only Admins can view all candidates in Gem. Recruiters and members of the hiring team can only view candidates assigned to them.
- Select the Candidates option in the main sidebar under the ATS header.
- Select the Add filter dropdown under the Filtered by header.
- Select the Source option.
- In the list of sources that appears, search for and select the agency name. This filter only shows candidates submitted by recruiters associated with the selected agency.
The candidates list updates to only display the list of candidates assigned to recruiters within this agency.
View recruiter-submitted candidates
Only Admins can view all candidates in Gem. Recruiters and members of the hiring team can only view candidates assigned to them.
- Select the Candidates option in the main sidebar under the ATS header.
- Select the Add filter dropdown under the Filtered by header.
- Select the Recruiter (on job) or Recruiter (on application) option, depending on what you want to see.
- In the list of recruiters that appears, search for and select the recruiter’s name.
The candidates list updates to only display the list of candidates assigned to the job(s) or application(s) assigned to this recruiter.
Deactivate an agency recruiter
Only Admins can deactivate agency recruiters. When a recruiter is deactivated, the following immediately occurs:
- The recruiter is logged out and can’t log back in.
- The recruiter no longer appears in stats or other team views.
- All of the recruiter’s active sequences are paused.
- All of the recruiter’s scheduled automated reports are paused.
- The recruiter’s send-from permissions are revoked.
- All actions linked to the recruiter’s saved searches are disabled.
- The recruiter is listed as Deactivated in the list of recruiters.
Steps to deactivate an agency recruiter:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Agencies tab.
- Select the Agencies header to open the Agencies and agency recruiters details.
- Search for or scroll down to the agency recruiter you want to deactivate.
- Select the Actions menu next to the recruiter.
- Select the Deactivate recruiter option in this menu.
- Select the OK button in the pop-up to complete this process.
The page updates to confirm the agency recruiter is deactivated.
Note: You can’t deactivate agency recruiters in bulk.
Reactivate an agency recruiter
Only Admins can reactivate previously deactivated agency recruiters. After an agency recruiter is reactivated, they’ll regain access to their accounts and the jobs they were assigned.
Steps to reactivate an agency recruiter:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Agencies tab.
- Select the Agencies header to open the Agencies and agency recruiters details.
- Select the Show deactivated agencies checkbox. This updates the list to display all deactivated agencies and recruiters.
- Search for or scroll down to the deactivated agency recruiter you want to reactivate.
- Select the Actions menu next to the recruiter.
- Select the Reactivate recruiter option in this menu.
- In the Reactivate agency pop-up, check the boxes next to the name of each recruiter you wish to reactivate. You can also check the Select all recruiters box to reactivate all recruiters and agencies in bulk.
- Select the Reactivate button to complete this process.
Deactivate an agency
Only Admins can deactivate agencies. When an agency is deactivated, the following immediately occurs:
- All recruiters associated with this agency are logged out and can’t log in.
- All recruiters associated with this agency no longer appear in stats or other team views.
- All active sequences of the recruiters associated with this agency are paused.
- All scheduled automated reports managed by the recruiters associated with this agency are paused.
- Send-from permissions for all recruiters associated with this agency are revoked.
- All actions linked to recruiters associated with this agency's saved searches are disabled.
- This agency is listed as Deactivated in the list of agencies.
Steps to deactivate an agency:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Agencies tab.
- Select the Agencies header to open the Agencies and agency recruiters details.
- Search for or scroll down to the agency you want to deactivate.
- Select the Actions menu next to the agency.
- Select the Deactivate option in this menu.
- Select the OK button in the pop-up to complete this process.
The page updates to confirm the agency is deactivated. To view a deactivated agency, select the Show deactivated agencies checkbox next to the Recruiter status dropdown.
Note: You can’t deactivate agencies in bulk.
Reactivate an agency
Only Admins can reactivate previously deactivated agencies. After an agency is reactivated, the recruiters of that agency regain access to their accounts and the jobs they were assigned.
Steps to reactivate an agency:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Agencies tab.
- Select the Agencies header to open the Agencies and agency recruiters details.
- Select the Show deactivated agencies checkbox. This updates the list to display all deactivated agencies and recruiters.
- Search for or scroll down to the agency you want to reactivate.
- Select the Actions menu next to the agency.
- Select the Reactivate option in this menu.
- In the Reactivate agency pop-up, check the boxes next to the name of each agency you wish to reactivate. You can also check the Select all recruiters box to reactivate all recruiters and agencies in bulk.
- Select the Reactivate button to complete this process.
Additional Resources
To learn more about managing agencies and agency recruiters, check out the following resources.
Relevant Articles
- Gem ATS: Manage candidates as an agency recruiter
- Getting Started - Gem ATS Permissions
- Gem ATS: Candidates
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.
- Overview
- Requirements
- Add an agency
- View list of agencies
- Add an agency recruiter
- Assign a job to an agency recruiter
- View list of agency recruiters
- View agency-submitted candidates
- View recruiter-submitted candidates
- Deactivate an agency recruiter
- Reactivate an agency recruiter
- Deactivate an agency
- Reactivate an agency
- Additional Resources
- Relevant Articles