> ## Documentation Index > Fetch the complete documentation index at: https://docs.recruitier.com/llms.txt > Use this file to discover all available pages before exploring further. # Team & Agency Overview > Manage your recruitment agency with team dashboards, shared resources, and member analytics. ## 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 This flexibility means that agency owners who primarily manage the team (rather than recruit directly) do not need to occupy a paid seat. You only consume resources when you actively need recruiter capabilities. If you are a hands-on agency owner who both manages the team and recruits, activate your seat immediately. You get the best of both worlds: full admin control plus a personal recruiter workspace. If you are purely a manager, stay in Admin mode and save the seat for a recruiter who needs it. ## Overview of Team Features 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. Send email invitations to recruiters. Track pending invitations, resend them, or revoke them before they are accepted. Each accepted invitation allocates a seat. 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. Drill into individual recruiter performance. View their searches, jobs added, outreach activity, credit usage, and recent activity log for data-driven coaching. Share outreach tones of voice, pitch decks, and outreach flows across your team to ensure brand consistency and save time on content creation. View all projects across your agency. Filter by team member, status, or search term to understand workload distribution and project progress at a glance. 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: 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. 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. 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. 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. Create shared tones of voice, pitch decks, and outreach flows that your team can use for consistent communication with candidates and clients. If you want to recruit alongside managing the team, activate your seat to become an Admin Member. This gives you a personal workspace with its own credit allocation. ## 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 | Additional seats are billed pro-rata based on your billing interval. Credits refresh independently per seat on a 30-day cycle. 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 the `admin_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 This architecture prevents credit gaming. If credits belonged to users, someone could leave and rejoin to get fresh credits. By tying credits to seats with independent refresh timers, the system maintains fair usage regardless of user changes. ### Credit Refresh Cycle Each seat has an independent 30-day credit refresh cycle tracked by a `last_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 This means each recruiter maintains full autonomy over their work while the agency admin has the oversight they need. ### 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. ## Related Monitor your team's performance metrics. Grow your team by sending invitations. Understand what each role can access. Manage your team's seat allocation.