> ## 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.
# Shared Resources
> Share outreach templates, tone of voice settings, and pitch decks across your team.
## 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.
## Types of Shared Resources
Recruitier supports three types of shared resources at the agency level:
### 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.
Create at least two tones of voice: one professional/formal and one friendly/casual. This
gives your team flexibility to match the tone to the audience (e.g., formal for C-suite
outreach, casual for developer outreach) while still maintaining brand consistency.
### 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.
### 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.
## Creating Shared Resources
Agency admins can create shared resources from a single page with three tabs:
Go to the **Agency** section in the left sidebar and select **Shared Resources**.
The page displays three tabs: **Tones of Voice**, **Pitch Decks**, and **Outreach Flows**.
Each tab shows a count of existing resources and a list of all shared resources of that type.
Click the tab for the type of resource you want to create: Tones of Voice, Pitch Decks,
or Outreach Flows.
Click the **Create** button and fill in the required fields. For tones of voice and
pitch decks, provide a name and content. For outreach flows, use the outreach flow
editor to design the step sequence with channels and timing.
Click **Save** to create the resource. Resources created from the Shared Resources page
are automatically shared with all team members -- there is no separate sharing toggle.
The resource immediately becomes available in every team member's resource selectors.
Start by creating two or three core tones of voice (for example, one professional and
one casual) and one standard pitch deck. Have your best-performing recruiter help design
the initial outreach flows based on sequences that have historically worked well. You
can always iterate and add more later as your team identifies additional needs.
## 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.
The read-only restriction ensures that shared resources maintain their quality and
consistency. Only admins can modify shared resources, preventing well-intentioned
but inconsistent edits from individual team members.
## Editing and Deleting Shared Resources
Only agency admins (Admin and Admin Member roles) can edit or delete shared resources:
### 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.
Editing a shared resource affects all team members who use it. If you are making
significant changes to a tone of voice or pitch deck, consider communicating the
changes to your team first (via a message, stand-up, or email) so they are not
surprised by a different output style or content.
### 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.
## Personal vs. Shared Resources
The relationship between personal and shared resources is complementary, not exclusive:
| Aspect | Personal Resources | Shared Resources |
| --------------- | ------------------------------------------ | ----------------------------------------- |
| **Created by** | Any user | Admin or Admin Member only |
| **Visible to** | Only the creator | All agency members |
| **Editable by** | The creator | Admins only |
| **Purpose** | Personal preferences and specialized needs | Brand consistency and team standards |
| **Scope flag** | `is_shared = false`, no `agency_id` | `is_shared = true`, linked to `agency_id` |
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.
## 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.
## 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.
## Advanced
### 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.
### 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.
### 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
### 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.
### 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.
### 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
### 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.
## Related
Understand who can create and edit shared resources.
Onboard new members who will use shared resources.
Learn about the full agency feature set.
Monitor team activity using shared resources.