Shared Resources

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What Are Shared Resources?

Shared resources are agency-level assets that all team members can access and use in their daily recruitment work. Instead of each recruiter creating their own outreach templates, tones of voice, and pitch decks from scratch, the agency admin can create and manage shared versions that ensure consistency across the team. This is particularly important for recruitment agencies that need to maintain a consistent brand voice, use standardized pitch materials, and follow proven outreach sequences. When every recruiter on your team uses the same professionally crafted resources, the quality and consistency of your client and candidate interactions improve significantly.

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Types of Shared Resources

Recruitier supports three types of shared resources at the agency level:

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Tones of Voice

A tone of voice defines the writing style that Recruitier’s AI uses when generating outreach messages on behalf of your team. Instead of each recruiter defining their own tone, the agency can create shared tones that reflect your brand’s communication style. A tone of voice typically includes:

• Name — A descriptive label (e.g., “Professional Dutch”, “Casual English”, “Technical Specialist”)
• Style guidelines — Instructions for the AI about formality level, sentence length, vocabulary preferences, and overall personality
• Language — Whether the tone is optimized for Dutch or English communication

When a team member composes an outreach message, they can select from the shared tones of voice. The AI then generates messages that match the selected style, ensuring every candidate and client interaction feels like it comes from the same agency, regardless of which recruiter sends it.

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Pitch Decks

A pitch deck is a structured presentation of your agency’s value proposition. In Recruitier, pitch decks are used as context when generating outreach messages. They help the AI understand what your agency offers so it can craft more relevant and persuasive messages. A shared pitch deck might include:

• Agency description — What your recruitment firm specializes in
• Key differentiators — What sets you apart from competitors
• Industries served — Which sectors you recruit for
• Success metrics — Placement rates, client satisfaction, time-to-fill, or other proof points
• Services offered — Retained search, contingency, RPO, or other models

When the AI generates outreach messages, it can reference the pitch deck to include relevant selling points, making messages more compelling and consistent. A well-crafted pitch deck eliminates the problem of inconsistent value proposition messaging across your team.

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Outreach Flows

An outreach flow is a multi-step sequence of communication actions. Shared outreach flows provide your team with proven sequences they can use for different scenarios:

• Candidate outreach — A sequence for reaching out to potential candidates about job opportunities
• Client acquisition — A sequence for approaching companies that might need recruitment services
• Follow-up sequences — Standardized follow-up timing and messaging after initial contact
• Re-engagement — Sequences for reconnecting with dormant contacts

Each flow defines the steps, channels (email, LinkedIn, phone), timing between steps, and message templates. Team members can use shared flows as-is or adapt them for specific situations.

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Creating Shared Resources

Agency admins can create shared resources from a single page with three tabs:

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How Team Members Access Shared Resources

When a team member is composing an outreach message or setting up an outreach flow, they can access shared resources alongside their personal ones:

• Tone of voice selector — When composing a message, the tone of voice dropdown shows both personal tones and shared agency tones, clearly labeled so the member knows which is which. Shared tones typically have an agency badge or label.
• Pitch deck selector — When configuring outreach settings, shared pitch decks appear in the available options alongside any personal pitch decks.
• Outreach flow templates — When creating a new outreach flow, members can choose to start from a shared agency template rather than building from scratch.

Shared resources are read-only for regular members. They can use them but cannot modify the agency-level originals. If a member wants to customize a shared resource for a specific situation, they can create a personal copy and edit that instead.

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Editing and Deleting Shared Resources

Only agency admins (Admin and Admin Member roles) can edit or delete shared resources:

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Editing

1. Navigate to the shared resource in the Agency section.
2. Click on the resource to open its detail view.
3. Make your changes to the content, style guidelines, or configuration.
4. Save the updated resource.

Changes take effect immediately for all team members. The next time a member selects that tone of voice, pitch deck, or outreach flow, they will get the updated version.

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Deleting

1. Navigate to the shared resource in the Agency section.
2. Click the delete button or option.
3. Confirm the deletion.

Deleting a shared resource removes it from every team member’s available options. Outreach messages that were previously generated using that resource are not affected — they retain the content that was generated at the time. However, no new messages can be generated using the deleted resource.

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Personal vs. Shared Resources

The relationship between personal and shared resources is complementary, not exclusive: Team members always see both their personal resources and the agency’s shared resources in selection dropdowns. This means they can follow team standards when appropriate and use personal customizations when needed.

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Why Shared Resources Ensure Brand Consistency

For recruitment agencies, brand consistency matters. When every recruiter uses their own writing style, pitch materials, and outreach approach, candidates and clients receive a fragmented experience. Shared resources solve this by:

1. Standardizing communication — Every outreach message follows the same tone and style, regardless of which recruiter sends it. Candidates and clients experience a consistent agency brand.
2. Centralizing value propositions — Pitch decks ensure that every team member presents the agency’s strengths consistently, avoiding conflicting or outdated information.
3. Scaling onboarding — New team members can start sending professional outreach on day one by using the agency’s shared templates, without needing weeks to develop their own materials.
4. Maintaining quality — Admins can review and refine shared resources over time, continuously improving the quality of team communication based on what works.
5. Saving time — Instead of each recruiter spending hours crafting templates and writing pitch materials, the shared library provides ready-to-use assets that are proven and polished.

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Best Practices

• Start before you invite. Create your core shared resources before onboarding new team members. This means day-one productivity for every new hire.
• Iterate based on results. After a month of use, review which shared resources are most used and which outreach flows generate the best response rates. Update and optimize accordingly.
• Keep the library curated. Do not create dozens of shared resources. A focused library of 3-5 high-quality options per category is more useful than 20 mediocre alternatives. Quality over quantity.
• Communicate changes. When you update a shared resource, let your team know. A quick message in your team chat prevents confusion and ensures everyone is aligned.
• Encourage feedback. Ask your team which shared resources work well and which need improvement. The recruiters using them daily have the best insight into what resonates with candidates and clients.

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Advanced

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How Shared Resources Work Under the Hood

Each resource type (ToneOfVoice, PitchDeck, OutreachFlow) has two key fields that control sharing:

• is_shared (boolean) — When true, the resource is visible to all agency members. When false, it is personal to the creator.
• agency_id (foreign key, nullable) — Links the resource to a specific agency. Personal resources have agency_id = NULL. Shared resources have agency_id set to the agency’s ID.

When a team member loads their available resources (for example, selecting a tone of voice), the system queries for:

1. Personal resources: user_id = current_user AND is_shared = false
2. Shared resources: agency_id = user's_agency_id AND is_shared = true

The two result sets are combined and presented in the UI with clear labels distinguishing personal from shared items.

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Resource Visibility Logic

The visibility rules are strict:

• A personal resource is visible only to its creator, even within the same agency
• A shared resource is visible to all members of the agency it belongs to
• A user not in any agency only sees personal resources
• An admin’s personal (non-shared) resources are not visible to team members

This scoping ensures that resources do not leak across agencies and that personal resources remain private.

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Editing Shared Resources

When an admin edits a shared resource, the change is made in-place (the same database record is updated). There is no versioning or rollback mechanism. If you need to preserve a previous version, create a copy before editing. The in-place update means:

• All team members see the updated version immediately on their next access
• Any outreach flows currently in progress that reference the resource will use the old version for already-generated messages and the new version for future generations
• There is no notification system for resource changes — admins should communicate changes through their normal team channels

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Connection to the AI System

Tones of voice and pitch decks are used as context inputs for Recruitier’s AI message generation. When a recruiter generates an outreach message:

1. The AI receives the selected tone of voice as a style instruction
2. The AI receives the selected pitch deck as context about the agency
3. The AI generates the message incorporating both the style and the content

This means the quality of your shared tones of voice and pitch decks directly affects the quality of AI-generated outreach across your entire team. Well-crafted resources produce better AI output for everyone.

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Connection to Onboarding

When a new member accepts their invitation and joins the agency, they immediately have access to all shared resources. There is no separate “grant access” step. The agency_id link on the resource combined with the member’s agency membership is sufficient for access. This means new hires can start using professional resources from their very first session.

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Deletion Impact

When a shared resource is deleted:

• It is removed from all members’ resource selectors
• No existing generated content is affected (messages already created retain their text)
• Outreach flows that referenced the deleted resource may show a “resource not found” indicator for future steps that have not yet been generated
• The deletion is permanent — there is no trash or recovery mechanism

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Power-User Tips

• Create role-specific tones. Beyond professional/casual, consider creating tones for specific audiences: “Technical Candidate Outreach,” “C-Suite Client Approach,” “Startup Friendly.” This gives your team nuanced options for different contexts.
• Version your pitch decks by quarter. Update your shared pitch deck quarterly with fresh success metrics, new client wins, and updated differentiators. Name them with the period (e.g., “Agency Pitch Deck - Q1 2026”) so members know they are using current materials.
• Template your best performers’ flows. Identify which team members have the best outreach response rates, then codify their outreach sequences as shared flows. This distributes their expertise across the entire team.
• Audit usage periodically. Check which shared resources are actually being used by your team. Resources that no one selects are either not needed or not well enough communicated. Either improve them or remove them to keep the library clean.

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