Adding and managing External Recruiters

 

If you are collaborating with recruiting agencies, add external recruiters to your account to enable them to upload candidates directly to your jobs in Workable.

✅ External recruiters can:

• Upload candidates only under the Applied/Sourced stages
• Add, edit, and delete only the specific candidates that they have uploaded to your account
• See only jobs they're invited to
• Create internal comments
• Send emails/events

❌ External recruiters can't:

• See candidates who apply through job boards or your careers page
• See candidates uploaded by other external recruiters/agencies
• Evaluate candidates & view other's evaluations
• See the Employees tab or any part of your employee data (if you are using our HR features)

 

Adding external recruiters to Workable (Step 1)

To add a new External Recruiter:

1. Access the Account Members section by clicking your user icon at the top right of your screen and then go to Settings.
2. Select the External Recruiters tab and click the link to 'Add an external recruiter'.
   
3. Enter the name and the email address of the external recruiter you need to add and any comments for your reference. External recruiters will not see any comments you add. 

Inviting external recruiters to jobs (Step 2) 

When creating or editing a job:

1. Access the Find Candidates tab across the top of the screen
2. Click Invite Recruiters
   
   
   • If the external recruiter is already added to the account, you’ll find their name in the dropdown menu to the left of the screen. Simply identify the name of the recruiter you’d like to work on this job and click Invite Recruiter.
     
   • If an external recruiter is not a member of the account yet, you can quickly add them to Workable and the job at the same time. In the same section, just click Add a new recruiter to the right and fill in their name and email. 
     
     

They’ll be sent an email automatically with the details of the job and a link to add candidates directly via Workable. This email message contains the details of the role and a Submit Candidates button they should use to sign up and access your account:

Once the external recruiter joins the account, they will then be able to upload candidates straight to the platform for this job. 

 

What an External Recruiter sees

External recruiters have the most limited access to your account; they will only see the jobs that you specifically assign to them and candidates that they have sourced into your account. They cannot see candidates who apply through job boards or your careers page. In addition, they have limited functionality when working with candidates. 

When you invite external recruiters to submit candidates for a job, they see a jobs dashboard with the jobs they have been asked to work on, and they can upload candidates only under the Sourced and Applied stages. 

💡To see exactly what external recruiters can or cannot do compared to other account members, visit our User Permissions Chart.

If you do not want the External Recruiter to have access to the Workable dashboard and the candidates they upload, just add them to your account without inviting them to a job. Share with them the job mailbox of the job that you need them to collaborate on and they will still be able to add multiple candidates to these jobs.

 

FAQs

What happens with External Recruiters if SSO login is enabled for our account?

Due to the nature of SSO, all users that would like to use the system need to be added to your Identity Provider by your IT team, and this includes External Recruiters. In case this is not possible check this page for more information. 

If I restore an inactive external recruiter, will they have access to their previously submitted candidates?

Yes! Upon reactivating the access of an external recruiter, they will regain access to all their previously submitted candidates and their corresponding history.