Vendors Overview

The Vendor permission is recommended for a third-party Recruiter to view requisitions they have been assigned to and allow the vendor to upload applicant resumes to these requisitions. As a third-party recruiter with Vendor access to an organization, they will be able to upload resumes to specific requisitions. In this article, we delve into the vendor permission.

In this article:
Interacting with Vendors
Adding Vendors
What a Vendor Sees
Providing Access to Vendors
Additional Resources

Interacting with Vendors

When a user is assigned the vendor permission they will be able to log into your organization's ClearCompany account and will see a list of requisitions they can upload resumes to. You have three options to provide the Vendor user to make sure their candidates are added to the system.

1. If you decide to add the vendor as a user you have two options:
   1. You can copy the Email Address provided when you toggle on a vendor on a requisition. This email can then be used by the vendor to share it with candidates so they can email the information needed to be added to the system. This option will not let the vendor see the requisition details or log into ClearCompany.
   2. You can provide the vendor with login information for your ClearCompany organization account. They will be able to log in and manually add candidates to the requisition. This option will let the vendor see requisition details.
2. If you decide to add the vendor as a Custom Source when you toggle on the Custom Source that was added, you can copy the link and provide the link to the vendor. They will then be able to provide that link to candidates and candidates will be redirected to the application to complete.

Adding Vendors

Adding Vendor As Custom Source

Custom Sources allow you to manually post to third-party job boards. We refer to this process as Manual Posting with Custom Source Tracking. Vendors can be added as such if you would like to limit what they can see. To learn more about Custom Sources, check out: Post a Job Requisition.

Vendors as Custom Source

To add a vendor as a custom source:

1. Click on Tools, then Setup.
   
2. Click Candidate Sources.
3. Click Add Row.
   
4. You can add just "Vendor" or the name of the actual vendor, for example, John Doe.
5. When done click Submit Changes.

Adding Vendor as User

You can add a vendor as a user, allowing the vendor to log into your organization and see the requisition they have been added to and add candidates.

Vendor as User

1. Click on Tools, then Setup.
   
2. Click Users.
3. Click Add User.
4. The required fields are First Name, Last Name, Work Email, Office, Department, and Username.
5. Under Permissions, add the Vendor permission. Note that the Employee permission will become unchecked.
6. When done, Click Add Current Employee.

To provide a password, see the section below.

Adding Vendor to Requisition

Adding to Requisition

Once a Vendor user is added you will have to add them to a requisition. This will be the requisition they will be able to see and add candidates to. You will have to add the vendor to each specific requisition you want them to be able to add candidates to.

1. Click Tools, then Recruiting.
2. Click Requisitions.
   
3. Click on the requisition you want to add the vendor user.
4. Click Details.
   
5. Click Job Boards, then Edit Posting Options.
6. Depending on which option was selected Custom Source or Vendor User
   1. Scroll down to the section "Vendor Access", and toggle on the vendor user you would like to add to this requisition.
   2. Scroll down to Enable Custom Source, and toggle on "Enable Custom Source Links". When you toggle it on, you can Copy Link and provide that email to the vendor. They will be able to share the link to candidates to apply and they will come into the ClearCompany system with the source "Vendor/John Doe."
7. When done, Click Save Updates.

What A Vendor Sees

V1

Vendor

When a Vendor has been added to a requisition, they can now log into ClearCompany and they will see the requisition in which they can add candidates. You can email the vendor your shortname [companyshortname.clearcompany.com.] with the username assigned. 

1. Click on the D icon next to the requisition you'd like to add a candidate to.
2. Once in the Requisition Detail, you can click Instant Upload to upload a resume.
3. The system will prompt you to check for duplicates. Type in the candidate's first and last name.
4. If there are no duplicates, the system will prompt you to upload a resume file. When you have done so, click Done. 

V2

Vendor

When a Vendor has been added to a requisition, they can now log into ClearCompany and they will see the requisition in which they can add candidates. You can email the vendor your shortname [companyshortname.clearcompany.com.] with the username assigned. To provide instructions to vendors, check out this article: Vendors: Adding Candidates.

1. When they click on the requisition, vendors will be able to see all the requisition details, including Administrative Info and Custom Fields, and hiring team notes on the requisition.
2. To add candidates, they can click Add Candidate in the top-right corner.
3. They will have to manually add the candidate details and attach any documents as well as add any notes about the candidate. They will not be able to see the candidates they have added. The vendor will still be able to see all of the requisition details, goals, etc.
4. When the recruiter navigates to the requisition, they will be able to see the candidate added, with the tag "Vendor".

Providing Access to Vendors

Vendor Login Instructions

Login Instructions

Provide the vendor with the username added to the user profile.

Below are instructions to make sure vendors can log in with the proper password.

1. When you add a vendor as a user you have the option to Change/Create a Password or Send a Password Reset Email.
   
   1. If selecting Change Password, you will be prompted to create a password, you can then share the password with the vendor.
      
   2. If you select Send Password Reset Email you will be prompted to confirm the email address and then select Send Password Reset, this will send an email to the vendor user to reset their password.
      

Vendor Email Template

Below are some suggested email templates that you can use to send to a Vendor. Keep in mind the bolded fields will not auto-populate and you will have to edit them with the proper information.

Email Template-Added as User

Hello [Vendor]

We have added you to the ClearCompany system which will allow you to add candidates into the system for the following requisition: [Requisition Name]. You can follow the instructions in this article to add candidates to the system.

To log into ClearCompany, follow the link [shortname.clearcompany.com] and you will be prompted to enter a password.

The password to log in is:

Or a password reset email has been sent to [vendor email address].

Thank you.

[Signature]

Email Address- Using Email Address

Hello [Vendor]

Below you will find the email for the following requisition: [Requisition Name] that we would like candidates to send their information to. The information we will need is:

1. First Name
2. Last Name
3. Primary Phone
4. Email Address
5. Resume Attachment

The fields are optional and the only required fields are First Name and Last Name, so customize based on the fields you would like.

Thank you.

[Signature]

Email Address- Added as Custom Source

Hello [Vendor]

Below you will find the email address that we would like candidates to be directed to so they can complete the application for the requisition: [Requisition Name].

Thank you.

[Signature]

Additional Resources

Add or Update Another Users Permissions
Vendors: Adding Candidates
User Permissions Definitions