An agency handling several clients needs a clear brief for each assignment, a consistent record of candidate evidence and an agreed route for client decisions. The goal is to know who owns the next action without copying every CV and contact detail into multiple conversations.
This guide covers working practices. For account setup and button-by-button instructions, use your first week as an agency and client management help.
Agree a separate brief for each assignment
Before posting, confirm the client has authorized the recruitment. Record the employing organization, role, location, pay parameters, essential requirements and decision-maker. Agree who may see candidate information and who handles invoices. If the client wants its public name withheld, clarify that separately from the information candidates need during the hiring process.
Keep an assignment note such as: “Accounts assistant, Misrata; monthly reporting and invoice checks; client reviewer to confirm interview choices.” This is an illustrative brief, not a vacancy. Add the real requirements and agreed response dates; do not invent a deadline on the client's behalf.
Use a shared review structure
Stage | Information to record | Next action |
|---|---|---|
Brief approved | Requirements and the client's authorized contact. | Publish the accurate vacancy. |
Application reviewed | Evidence against the same essential criteria. | Clarify a gap or prepare a shortlist. |
Shortlist shared | Why each person fits and what still needs checking. | Ask the designated client reviewer for feedback. |
Interview arranged | Participants, agreed time and candidate confirmation. | Record feedback against the criteria. |
Decision made | Outcome, approved terms and remaining actions. | Inform the candidate and complete the required paperwork. |
A useful shortlist note might say: “Has invoice-reconciliation experience; spreadsheet task reviewed; availability still to confirm.” Avoid unsupported ratings such as “perfect candidate”. Separate evidence from assumptions and record a reason for a decision so that the next colleague can understand it.
Keep contact access and consent separate
On jobs.ly, the agency's account owner and recruiters can access contact information for applicants to their jobs under the platform's rules. Client shortlist views do not show phone, email or the uploaded CV file. That is a contact-protection feature; it is not a promise that every shortlist is fully anonymous or that the client can never infer identity.
Saved candidates are those who agreed to contact about other jobs, and that permission can be withdrawn. A candidate's application for one client is not a general invitation to circulate their details to every client. Read agency candidate-data rules before reusing a record or exporting a list. Downloaded files become your agency's responsibility; a protected platform view does not remove the need to control copies.
Make client feedback actionable
Ask the client to identify the requirement behind each concern. If the brief changes, document the change and reassess affected candidates consistently. Keep billing communication separate from candidate review, and ensure the recipient is the right contact before sending a link or document.
Agree a response date with the client and give candidates realistic updates. If an assignment pauses or closes, record that outcome and stop unnecessary follow-up. Review aged applications and unanswered shortlist decisions regularly instead of treating a growing list as evidence of progress.
Frequently asked questions
Can I import a spreadsheet of candidates into jobs.ly?
The current agency onboarding flow does not offer bulk candidate import. Candidates apply themselves so they receive the relevant information about the application and data sharing. Client-organization import is a different feature.
Can an agency charge candidates for placement?
jobs.ly does not allow recruitment fees charged to job seekers. The ILO's fair recruitment guidance (Opens in a new tab) supports the principle that workers should not bear recruitment fees; it is international guidance, not a substitute for local legal advice.
Should I rank recruiters only by how many CVs they send?
Consider the quality and timeliness of review, candidate communication and documented outcomes too. Any internal targets should use defined denominators and avoid pressure to circulate unsuitable candidates.
Product rules and external guidance checked on 19 October 2026. Consult the linked help pages for current permissions and plan-dependent features.
