Overview
Agency recruiters can submit candidates and track their progress directly in Gem. As an agency recruiter, you can view jobs you’ve been assigned to, submit candidates for those jobs, and monitor application activity for your own submissions.
Your access in Gem is limited to jobs assigned to you. You can’t view or edit candidates submitted by a company’s internal team or by other agencies. This allows you to collaborate while keeping all agency activity centralized in Gem.
Agency access and job assignments are managed by Gem admins. If you’re an admin looking for information on managing recruiters, see Gem ATS: Manage agencies and agency recruiters.
Requirements
- You must be invited as an agency recruiter by a Gem admin.
- You must be assigned to at least one job to submit candidates.
- You must log in to Gem using the email address associated with your agency recruiter account.
Access the agency in Gem
Before you can access the agency in Gem, you must be invited as an agency recruiter by a Gem admin.
- Select the Accept Invite button from within the invitation email to start this process.
- Sign up with the email address that this email invite was sent to. If you need to sign up with a different email address, contact your Gem admin.
- If you’re the first recruiter with this email domain to be invited to this account, you’ll be prompted to create a team. Teammates with the same email domain can later be invited to join your team. On the Create a new team page, select the Create a new team button.
- Select Agree on the Gem’s terms of service page to accept the agreement and continue the process.
This adds you to Gem’s account, where you can view assigned jobs, submit candidates, and access candidate profiles.
View jobs assigned to you
As an agency recruiter, you can only view jobs assigned to you in Gem. You can’t view jobs that aren’t assigned to you.
To view your jobs, select the Jobs option in the main sidebar under the ATS header. This option only appears when at least one job is assigned to you.
The list of jobs assigned to you is displayed on this page. You can search, scroll, or apply filters to the list of jobs to find a specific job.
Submit a candidate for a job
As an agency recruiter, you can only submit candidates for jobs assigned to you in Gem.
To submit a candidate:
- Select the Jobs option in the main sidebar under the ATS header.
- Select the title of the job you want to submit a candidate for.
- By default, Talent pipeline page displays. If it doesn’t, select the Talent pipeline tab.
- Select the Add application dropdown, then select the Create new candidate option.
- In the Add candidate pop-up, complete the following fields. Required fields are indicated by an asterisk * next to the field name.
Field | Description |
Resume | Select this field or drag a candidate's resume file to upload their resume. Adding a resume auto-populates the remaining fields in this section with content from this resume.
Note: This field only accepts resumes in `.doc`, `.docx`, and `.pdf` formats. |
*First name | The first name of the candidate. |
*Last name | The last name of the candidate. |
Nickname | An optional preferred name of the candidate. For example, if the candidate's full name is Robert, but they prefer to be referred to as Bob, you can add Bob to this field and Robert to the first name field. |
*Email | The email address of the candidate. |
LinkedIn URL | The URL of the LinkedIn profile of the candidate. Adding a LinkedIn URL helps Gem automatically refresh a candidate's profile with the latest information. |
Phone | The phone number of the candidate, including the area code. |
*Job | The job that you’re adding this candidate to is automatically populated in this field. |
*Stage | This field is automatically populated with the first stage of the interview process.
Select the dropdown to move this candidate to a different interview stage. The options listed may vary based on the interview plan for this job.
Once selected, the candidate appears in that interview stage on the Talent pipeline page of this job. |
*Source | This field is automatically populated with the name of the agency that you’re associated with. |
Select the Add candidate button. You’re taken directly to the new candidate’s profile in Gem, where the source is listed as the name of the agency you’re associated with.
As the recruiter, you’re automatically set to follow this job, so you’ll get email notifications about status changes and scorecards for this candidate. For more information, see Gem ATS: Following Jobs.
View a candidate you submitted
As an agency recruiter, you can view all candidates for jobs assigned to you, including candidates that you submitted in Gem.
You can view all candidates you submitted from the Candidates page, or view the list of candidates for a specific job by following these steps
- Select the Jobs option in the main sidebar under the ATS header.
- Select the title of the job for which you want to view candidates you submitted.
- By default, Talent pipeline page displays. If it doesn’t, select the Talent pipeline tab.
- Search for or scroll down to the name of the candidate you submitted. The Application source is listed as the name of the agency you’re associated with in Gem, and an agency icon.
- Select the candidate’s name to open the application details page.
As the recruiter, you’re automatically set to follow this job, so you’ll get email notifications about status changes and scorecards for this candidate. For more information, see Gem ATS: Following Jobs.
Mergs duplicate applications
Additional Resources
To learn more about managing candidates, submitting referrals, and following jobs, check out the following resources.
Relevant Articles
- Gem ATS: Candidates
- Gem ATS: Referrals
- Gem ATS: Following Jobs
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
- Access the agency in Gem
- View jobs assigned to you
- Submit a candidate for a job
- View a candidate you submitted
- Mergs duplicate applications
- Additional Resources
- Relevant Articles