Before we begin
After a job interview, there are usually three possible outcomes:
You hire the recruitment lead.
The recruitment lead did not attend the interview.
You decide not to continue with the recruitment lead.
This article explains how to register each outcome correctly in Agency Suite.
There are two versions of this guide:
A short version for experienced Agency Suite users
A detailed version for users who are less familiar with Agency Suite
Short version: how to hire or reject a recruitment lead
Hire a recruitment lead
Log in to Agency Suite:
https://agencysuite.briggsandwalker.com/Go to Recruitment → Pending interviews
Use the filters or click Search Candidates to load the candidate list.
Select the recruitment lead from the list on the left side of the screen.
Open the Create Crew tab.
Complete all required fields.
Check the information carefully and click Save.
The recruitment lead is now hired and added as crew in Agency Suite.
Depending on your organisation’s setup, the new crew may receive a welcome email and instructions for starting their onboarding.
Register a no-show
Open Recruitment → Pending interviews.
Select the recruitment lead.
Open Update Application.
Select the appropriate No-show Reason.
Enter a new interview date and time if the lead should be invited again.
Click Save.
Depending on your organisation’s setup, the candidate may receive a new email about his absence with the chance to call back to reschedule if desired.
Reject a recruitment lead
Open Recruitment → Pending interviews.
Select the recruitment lead.
Open Update Application.
Select the appropriate Reason Rejected.
Click Save.
Depending on your organisation’s setup, the candidate may receive a new email about his rejection depending on the selected reason.
Outcome 1: Hire the recruitment lead
The following outcome is about the so-called happy flow in where a candidate was suitable to be hired, if you want to read the other outcomes, just keep scrolling down.
Step 1: Log in to Agency Suite
Go to Agency Suite in your browser
Log in using your Agency Suite account.
This article continues from the previous guide about creating and following up a recruitment lead. Reading those articles first may make the full recruitment flow easier to understand.
Step 2: Open the Pending interviews list
Go to: Recruitment → Pending interviews
This screen shows recruitment leads who have reached the job interview stage.
Screenshot: Navigating to Pending interviews
Step 3: Find the recruitment lead
Use the filters at the top of the screen to search for a specific recruitment lead.
You can also click Search Pending interviews to load the complete list available to your office. The results will appear on the left side of the screen.
Select the recruitment lead whose interview result you want to process.
Screenshot: Loading the Pending interviews list
Step 4: Open Hire Crew
After selecting the recruitment lead, open the Hire Crew tab.
This tab is used to convert the recruitment lead into crew and start the onboarding process.
You will see several fields that must be completed before the person can be hired.
Screenshot: Opening the Hire Crew tab
Step 5: Complete the crew details
Required fields are marked with an asterisk (*).
Pay particular attention to the following fields:
Fields in [Hire Crew] | Detailed explanation |
Crew code* | A unique code for the employee, when this was a recruitment lead through a website or Crew App, this code will be generated automatically. When this was a manually created recruitment lead, fill in a Crew code.
When having to create a Crew code, make sure to stay consistent in your naming methods, like for example Jeff Harrington will be JEHAR or JEHA, the choice is yours. |
Personal identification number* | A validation field to check by their social security number if the person already exists within the Agency Suite
If they do, then it’s advised to contact your HR department so that they can reactivate them |
Preferred language* | Select the language |
Business unit* | Fully customizable for every Agency, select the department and/or job function
|
Brand Cluster* | Specify the field area in where the person is going to work, for example, NGO’s, Lotteries, Publishers |
Sales Channel | In here we can specify the work fields, these channels, for example you can assign the new recruitment lead to D2D, STREET, EVENTS, INSTORE etc. |
Manager* | In most situations, you need to select yourself here since you're most likely the manager. |
Contract type* | Select the contract that you would like to give to the Recruitment lead. |
Check this field carefully before saving, as it may affect the onboarding process and the information requested from the crew.
Step 6: Check and save the information
Before saving, check that the following information is correct:
Crew Code
Personal Identification Number
Preferred language
Business Unit
Brand Cluster
Sales Channel
Manager
Contract Type
Once everything is complete, click Save.
The recruitment lead is now hired and added as crew in Agency Suite.
Depending on your organisation’s configuration, the new crew may receive:
A welcome or confirmation email
An email with instructions for starting their onboarding
Instructions for activating their Crew Portal account
Screenshot: Saving the new crew
Outcome 2: The recruitment lead did not attend the interview
A recruitment lead may sometimes miss their scheduled job interview. It is important to register this in Agency Suite, even when you plan to contact the lead again. This keeps the recruitment administration up to date and helps other users understand what happened.
Step 1: Open the Pending interviews list
Go to: Recruitment → Pending interviews
You can also open the relevant to-do item from the to-do menu in the top-right corner of Agency Suite.
Click Search Pending interviews to load the list and select the recruitment lead who did not attend.
Step 2: Open Update Application
After selecting the recruitment lead, open the Update Application tab.
Go to the Job Interview by Office section.
Step 3: Select a no-show reason
Select the appropriate option from the No-show Reason field.
The available reasons are configured by your organisation and may therefore differ from the examples shown in this guide.
Registering a reason helps your team understand why the interview did not take place.
Step 4: Reschedule the interview when needed
When the recruitment lead is still interested, you can schedule a new interview.
Enter a new Date and Time before saving.
The lead may receive a new invitation email, depending on your organisation’s email configuration.
Step 5: Save the result
Click Save to register the no-show and any newly scheduled interview.
Screenshot: Registering a no-show
Outcome 3: Reject the recruitment lead
After the job interview, you may decide that the recruitment lead will not continue in the recruitment process. For example, the lead may not meet the required availability, experience, skills, or other requirements set by your organisation.
Recording the outcome keeps the candidate list organised and prevents unclear or unfinished applications.
Step 1: Open the recruitment lead
Go to: Recruitment → Pending interviews
Use the filters or click Search Pending interviews, then select the recruitment lead.
Step 2: Open Update Application
Open the Update Application tab.
Go to the Job Interview by Office section.
Step 3: Select the rejection reason
Select the appropriate option from the Reason Rejected field.
Agency Suite contains a list of standard rejection reasons, but these options may be customised by your organisation.
Choose the reason that best matches the outcome of the interview.
Step 4: Save the rejection
Check the selected reason and click Save.
The recruitment lead is now marked as rejected and will no longer continue in the active recruitment flow.
Depending on your organisation’s configuration, the lead may receive an automated rejection email.
Screenshot: Rejecting a recruitment lead
The recruitment flow is now complete.
When a recruitment lead is hired, the next stage is onboarding. The following articles explain how the new crew can complete their information, upload documents, and prepare to start working.