External Recruiter/Agency Access

TAM includes a feature that allows you to provide limited TAM access to an external recruiter or recruiting agency.  For the time being, External Recruiters may only upload new applicants into TAM by email. To enable this feature go to Setup -> Other Company Settings and check "Turn on External Agencies access". You may then create as many user accounts as you need.

Go to Admin, Manager Users, and click on "Add user".  Enter first name, last name, user name and email.  If this account is for a company or agency, you must use the name fields.  For example, for XYZ Recruiting Agency you might use "XYZ" for first name and "Agency" for last name.  Select External Agency as the user level.  Hit Submit.

Currently the user will not receive a notification from TAM that they have an account, and they will not be able to log in to TAM.  You will need to notify the external agency that they may submit resumes as well as provide them instructions on how to submit resumes.

 

External agencies may upload applicants' resumes and notes to TAM by email:

Before Agents may submit resumes to TAM:

You must grant external agencies permission to submit applicants on a position-by-position basis.  This is done under Positions > Create a Position, or Positions > Edit a Position. Simply check the box for each allowed agency under "Allowed External Agencies" on the right side of the page. You must repeat this process for each position you would like your external recruiters to be able to access.

You can therefore control access to which positions the external agency may submit applicants to.  You can also of course create a "dummy" position and have that agency submit all their applicants to this holding position until you decide how to disposition them.

How to upload a single resume/notes into TAM (for external recruiters):

  1. Send it by email to resumes@theapplicantmanager.com.
  2. They must send from the same email address as you set in their TAM account. Emails from other addresses will be rejected by the system.
  3. In the subject line of the email they must include pos=XX123 where XX123 is the number of the position they'd like to add the applicant to.  For example, if your position number is BS361 the subject line might be Resume for James Dean, pos=BS361.  If you want to allow them to submit resumes into the Non-Applicants database then the position number is XX0000, such as BS0000.
  4. The email address resumes@theapplicantmanager.com should be used for single resumes. If multiple attachments are sent in the email they will all be assigned to the same applicant.
    • NOTE: You must also remove all images from the body of each email message, including any logos or images in your email signature. If you send an email with multiple attachments to resume@ then TAM cannot tell which attachment is the resume. It will assume the first attachment it sees is the resume and try to parse it. All other attachments will simply be added to the applicant's record.
  5. The entire body of the email will be added to the Applicant's Notes tab, so it should be cleared of all content but the Recruiter's notes on that applicant. The system will automatically notate that the notes were added by that Recruiter or Agent.

To upload multiple resumes/notes into TAM:

  1. Send up to 20 resumes at one time to multiple_resumes@theapplicantmanager.com. Each attachment will be considered a separate resume. There is a limit of 20 attachments per email; any additional attachments will be ignored.
  2. Same rules as above regarding position #s and notes.
    • Regarding Notes: when submitting multiple resumes, the same email body will be added to every applicant's file that is created from that message. Accordingly, notes should remain general, rather than applicant-specific. For example: "Resumes collected at XYZ University Career Fair on Sept. 28, 2020".

 

Once the applicant is submitted:

  1. TAM will search your database to see whether that applicant already exists (matched by first name, last name, and email or phone #).
    • If the applicant already exists in your database, the external agency's submission will be rejected.
    • Submissions will also be rejected if they are submitted to a position which the external agency does not have access to, or if the position is closed.
    • The external agency will always get an email response as to whether their submission was accepted/rejected.
  2. TAM will mark the Source of the applicant as coming from the external agency. You may then easily run reports on how many/who the agency is submitting.  The reports will of course have a date/time stamp as to when the applicant was submitted.