What Are Agency Features?
Recruitier’s agency features provide centralized management for recruitment teams. Instead of each recruiter working in isolation with their own account, agency mode brings your entire team into a shared workspace where you can collaborate on searches, share outreach templates, track team performance, and manage resources from a single admin panel. Whether you run a boutique recruitment firm with three consultants or a larger agency with dozens of recruiters, the agency features give you the visibility and control you need to keep everyone aligned and productive.Who Can Access Agency Features?
Agency features are available to users on an Agency plan (monthly, quarterly, or yearly). When you subscribe to an Agency plan, you become the Owner of your agency. From there, you can invite team members, assign roles, and manage seats. There are four roles within an agency:| Role | Description | Uses a Seat? | Credits |
|---|---|---|---|
| Owner | The person who created the agency. Has full control over billing, settings, and members. | Only if seat activated | 5,000/month if seated |
| Admin | Can manage members, view analytics, and access shared resources. Does not have a recruiter workspace. | No | None |
| Admin Member | An admin who has activated their seat, giving them both admin privileges and a full recruiter workspace. | Yes | 5,000/month |
| Member | A standard recruiter seat. Can use all recruitment features and access shared resources. | Yes | 5,000/month |
The Owner role is automatically assigned to the person who creates the agency. It cannot be
transferred to another user. The Owner functions identically to an Admin but with additional
access to billing and subscription settings.
The Dual-Role System
One of the unique aspects of Recruitier’s agency model is the dual-role system for admins. When you first create an agency, you are assigned the Admin role. In this state, you have full access to the agency dashboard, analytics, member management, and shared resources — but you do not have an active recruiter workspace. If you also want to work as a recruiter (uploading candidates, running searches, sending outreach), you can activate your seat. This changes your role to Admin Member, which gives you both administrative access and a full recruiter workspace. Activating a seat consumes one of your available seats and grants you 5,000 credits per month. You can switch between these modes at any time:- Activate seat — Become an Admin Member with a recruiter workspace and credit allocation
- Deactivate seat — Return to Admin-only mode and free up a seat for another team member
Overview of Team Features
Agency Dashboard
Monitor team performance with KPI cards, activity charts, outreach breakdowns by channel,
and a member leaderboard. Select time periods of 7, 30, or 90 days to analyze different
timeframes.
Inviting Members
Send email invitations to recruiters. Track pending invitations, resend them, or revoke
them before they are accepted. Each accepted invitation allocates a seat.
Seat Management
Manage the total number of seats in your agency. Each seat represents one active recruiter
with their own credit allocation. Add, activate, or deactivate seats as your team changes.
Member Analytics
Drill into individual recruiter performance. View their searches, jobs added, outreach
activity, credit usage, and recent activity log for data-driven coaching.
Shared Resources
Share outreach tones of voice, pitch decks, and outreach flows across your team to ensure
brand consistency and save time on content creation.
Team Projects
View all projects across your agency. Filter by team member, status, or search term to
understand workload distribution and project progress at a glance.
Roles & Permissions
Understand the role hierarchy, what each role can access, and how to manage roles for
your team members.
Getting Started with Your Agency
Setting up your agency takes just a few minutes:Subscribe to an Agency plan
Choose an Agency plan (monthly, quarterly, or yearly) from the Billing page. This
automatically creates your agency and assigns you as the Owner. Each plan includes
a set number of seats with 5,000 credits per seat per month.
Configure your agency settings
Set your agency name and any other preferences from the agency settings panel. This
name may be visible to team members, so choose something that represents your firm.
Invite your team
Send email invitations to your recruiters. They will receive a link to create their
account and join your agency. Each invitation requires an available (unassigned) seat.
Manage seats
Ensure you have enough seats for your team. Each active recruiter requires one seat.
You can add or remove seats at any time, with pro-rata billing adjustments.
Set up shared resources
Create shared tones of voice, pitch decks, and outreach flows that your team can use
for consistent communication with candidates and clients.
Agency Pricing
Agency plans are available at three billing intervals with decreasing per-month costs for longer commitments:| Plan | Monthly Cost | Per Month Equivalent | Credits per Seat |
|---|---|---|---|
| Agency Monthly | $225/month | $225/month | 5,000 |
| Agency Quarterly | Billed quarterly | $191/month | 5,000 |
| Agency Yearly | Billed annually | $157/month | 5,000 |
If you are not sure whether you need agency features, start with a Pro plan for yourself.
You can upgrade to an Agency plan at any time and invite your team later. Your existing
data (candidates, searches, jobs) transfers seamlessly when you upgrade.
Advanced
How the Agency Model Works Under the Hood
When you subscribe to an Agency plan, the system creates an agency entity linked to your user account. The agency has a unique ID, a name, your user ID as theadmin_id (owner), and seat tracking (seats for total count, active_seats for currently occupied count).
Each team member’s relationship to the agency is tracked through a UserAgency record that includes their role and assigned seat. The seat itself is a separate entity that tracks assignment status, credit balance, and credit refresh timing.
Seat-Credit Architecture
Credits belong to seats, not to users. This is a critical distinction:- When a user joins the agency, they are assigned to an existing unassigned seat
- The seat may already have credits from a previous user or from the credit refresh cycle
- When a user leaves the agency, their seat is unassigned (user_id set to null), but the seat retains its credit balance and refresh timer
- The next user assigned to that seat inherits its current credit state
Credit Refresh Cycle
Each seat has an independent 30-day credit refresh cycle tracked by alast_credit_refresh_at timestamp. When 30 or more days have elapsed since the last refresh, the seat is eligible for a credit top-up of 5,000 credits. Key rules:
- The timer runs on the seat, not the user. Unassigned seats still accumulate time toward their next refresh.
- Credit refresh is checked when a user performs credit-consuming actions, not on a background schedule.
- Unassigning and reassigning a user to a seat does not reset the refresh timer. This prevents the exploit of cycling users through seats to trigger extra refreshes.
Connection to Billing
Agency seat management connects directly to Stripe for billing:- Adding seats triggers a pro-rata charge for the remainder of the current billing period
- Removing seats generates a credit that applies to the next billing period
- The billing system tracks the number of active seats and adjusts invoices accordingly
- Subscription changes (monthly to yearly, plan upgrades) are handled through Stripe webhooks
Agency Data Isolation
Each member’s recruitment data (candidates, searches, jobs, outreach) is private to that member. Agency features do not create shared data pools. Instead, they provide:- Admin visibility: Admins can view analytics and project listings for all members
- Shared resources: Tones of voice, pitch decks, and outreach flows marked as “shared” are accessible to all members
- Team metrics: Aggregate dashboards combine individual metrics for team-level reporting
Power-User Tips
- Start with structure. Before inviting your team, set up shared tones of voice and outreach flows. This means new members have professional templates available from day one.
- Use the dashboard weekly. The agency dashboard is most valuable when checked regularly. A weekly review during team meetings creates accountability and identifies trends early.
- Right-size your seats. Only purchase seats you will use. Adding seats is instant and pro-rated, so there is no penalty for adding them as needed rather than over-provisioning.
- Leverage the leaderboard. The member leaderboard in the dashboard can be a powerful motivational tool when used constructively. Celebrate high performers rather than penalizing lower ones.