Creating a Vendor
When you add a new agency to your PSL, you will also need to create them as a vendor user so that they can access the portal. Before you set up the username and password however, you first need to consider:
Is this a new agency or simply a new contact within an existing agency? Either way, you may need to create a new Organisation or Contact record first, with all of the relevant contact information. You may also need to add them to a structure, to help you manage your vendors, as well as allocate them to a region or function for reporting purposes.
Signed Terms - Have you agreed to the agency terms already? Have they agreed to yours? In both cases, there are fields available within Organisations to allow you keep track of agreed fee's or margins etc. You can also upload documents to the Organisation record, within the files tab, so that you can always refer back to it. If you do need the agency to sign anything, have you considered using our eSignature module for this? You can create and issue signable documents directly from Eploy, which can be more efficient than taking it offline.
Vendor Duplicate Settings - When adding new vendors, it is a great opportunity to ensure that your portal is working as efficiently as possible and is in line with your candidate ownership policies. For more information on how Eploy can work alongside your policies, please see this guide on Duplicate Checks and Candidate Ownership.
Vendor Organisation
Each Vendor organisation you work with should be set up with their own Organisation record on Eploy.
When creating a Vendor organisation there is no need to assign a Parent Organisation. Leaving this field blank will ensure Vendors do not show as part of your internal Organisation hierarchy.
Vendor User
Prior to creating a Vendor User, you must first create a suitable Contact.
Having created a Contact, access the User tab and click New > Vendor within the Toolbar.
🤓 Tip When creating a Vendor User consider whether each Vendor have a single, shared login, or a unique login for each User. Vacancies are assigned per vendor user, rather than organisation.
Confirm/enter the following information:
User Display Name and Position should be pre-populated from the Contact record
Enter a suitable User Name and click Update to set a password
Assign a suitable Role
The Organisation and Contact should be pre-populated from the Contact record.
Finally, scroll down to Contact Information and ensure that the System Email Address is correct
Click Save once done.
📌 Note There is no facility within Eploy to trigger an automated email to new users. Please contact all new users directly to inform them of their login details.
🤓 Tip Create a dedicated New User email template and use that to inform new users of their login details.