Who Agency is for
Recruitment agencies, staffing organizations, and other approved organizations working with consenting candidates and outside employer clients.
TraceScout Agency
Agency operational handbook
A detailed manual for agency users and trainers: from truthful job context and candidate consent to internal match review, current sharing eligibility, and restricted client collaboration.
Agency operational handbook
1. Product orientation
Agency is for organizations that represent candidates to outside employers. Hiring Workspace is for a business hiring for its own roles.
The line to preserve
The real job order informs internal recruiter assessment. Candidate-attested source information constrains tailored content. Eligible client-facing material is shared separately.
Agency is not Hiring Workspace
Agency uses client records, job orders, candidate-centric review, job-centric Matches, and client collaboration. It does not use Hiring Workspace's six-stage employer pipeline.
Decision support, not a decision maker
Match scores, strengths, gaps, and ranking support recruiter judgment. They do not independently verify a person or guarantee selection.
Agency operational handbook
2. Roles and permission boundaries
Access follows the person's real relationship to the agency. Client contacts do not become agency members.
Administrator
Creates staff and candidate invitation links, manages the plan, client access and branding, and can use recruiter workflows.
Recruiter / agency staff
Works with accepted candidates, clients, jobs, assessments, tailoring, shortlists, feedback, tasks and outcomes within granted access.
Candidate
Accepts the agency invitation and controls their personal account and candidate-attested source resume. They may leave without deleting their account.
Invited client contact
Signs in with the exact invited email and sees only eligible published shortlists for their client. They never receive internal scores, strengths, gaps, notes or tasks.
Agency operational handbook
3. Overview dashboard
Overview is the approved candidate-centric command centre for real recorded signals, attention, and next actions.
- What this page is for
- Start the workday, understand workspace coverage, and continue a candidate or job workflow.
- What you see
- Real-data KPIs, candidate-centric match rows, status labels, attention items, and continue sections. A dash means loading; Unavailable means a read failed; Partial means only disclosed coverage was read.
- What to do
- 1Read coverage and state labels before interpreting a count.
- 2Use candidate rows to open the existing match review.
- 3Address stale work before relying on it.
- 4Use attention and continue actions to reach the underlying record.
- What it means
- A tailored-record count can be historical. It does not by itself prove the record is currently eligible to share.
- Common mistakes
- Reading unavailable as zero; calling internal scores verified; treating a historical tailored record as current eligibility.
Next step: Open the relevant candidate, job order, or Matches view.
Agency operational handbook
4. Clients
Client records organize the employers the agency represents candidates to.
- What this page is for
- Create, edit, find, and return to employer relationships.
- What you see
- Client name and details, search and filters, saved views, and links into client-related job work.
- What to do
- 1Create the real client before its job order.
- 2Edit the client when its record changes.
- 3Use search and filters to narrow the list.
- 4Save a validated view for a recurring working set.
- What it means
- A client defines the relationship and scopes private client access; it is not an Agency staff account.
- Common mistakes
- Creating a fictional employer, confusing a client contact with agency staff, or assuming a saved view changes shared data.
Next step: Create or open the client's real job order.
Agency operational handbook
5. Job orders
Every Agency assessment must be grounded in a real job order linked to the correct client.
- What this page is for
- Capture the role context used for assessment and comparison.
- What you see
- Job title, employer/client context, posting text, filters, saved views, and open-job actions. Large lists disclose their read limit.
- What to do
- 1Select the correct client.
- 2Use the real posting text in the client's own words.
- 3Search, filter, or apply a saved view.
- 4Open the job for detail or use Matches for candidate ranking.
- What it means
- The posting is the role-side source for the existing match assessment.
- Common mistakes
- Inventing requirements, selecting the wrong client, or treating omitted list rows as deleted.
Next step: Invite/choose accepted candidates and create the relevant pairings.
Agency operational handbook
6. Candidates
Candidate participation begins with consent and remains bounded by their current attested source information.
- What this page is for
- Invite, find, and review consenting candidates; manage assessment, stale results, tailoring, and sharing actions.
- What you see
- Invitation/acceptance state, attested-resume state, job pairings, recorded assessment, stale warnings, tailored-record history, and sharing controls.
- What to do
- 1Create and send the invitation link yourself.
- 2Wait for the candidate to sign in and accept.
- 3Score one accepted candidate against one real job order.
- 4Re-score when the product marks an assessment stale.
- 5Request tailoring only after internal review.
- What it means
- The source resume is candidate-attested. A newer attested version can make a prior assessment out of date.
- Common mistakes
- Claiming independent verification, assuming the system emailed the invitation, or collapsing score, tailoring, and link generation into one step.
Next step: Use candidate-centric review for one person, or Matches to compare a job's considered candidates.
Agency operational handbook
7. Matches — job-centric candidate ranking
Matches answers: Who are the strongest candidates being considered for this one role, according to existing recorded match scores?
- What this page is for
- Compare considered candidates for one selected job order without creating a new score.
- What you see
- The job title and client, ranked candidate cards/rows, circular recorded score, teal-check strengths, bullet gaps, truthful tailored/current status, and Review candidate.
- What to do
- 1Open Agency Workspace → Matches.
- 2Select or open one job order.
- 3Read scored candidates highest first.
- 4For equal scores, use the stable displayed name order.
- 5Review unranked score-unavailable/not-scored rows after scored candidates.
- 6Open Review candidate for the underlying assessment workflow.
- What it means
- Only scored candidates receive #1, #2, #3 ranks. Equal scores use deterministic ordering. No hidden or invented score breaks a tie.
- Common mistakes
- Ranking an unavailable score, presenting rank as independent verification, comparing different jobs, or assuming clients see this screen.
Next step: Review a candidate, then request tailoring if the assessment supports proceeding.
Strengths: teal-ticked assessment guidance.
Gaps: ordinary bullets. A gap is not proof that the person lacks an ability; it reflects available source information and role context.
Visibility: clients never see scores, ranks, strengths, gaps, or internal assessment signals.
Agency operational handbook
8. Candidate-centric vs job-centric review
Both views use the existing authoritative assessment record, but they start from different recruiter questions.
Candidate → Job
Start in Overview or Candidates. Ask: How does this person fit this role? Use it to understand one pairing, freshness, evidence, strengths, gaps, and the next candidate action.
Job → Candidates
Start in Matches. Ask: Who are the strongest candidates being considered for this role? Use it to compare existing recorded scores for one selected job.
What stays the same
Both are internal decision support. Neither independently verifies the candidate or guarantees suitability, interview, offer, or placement.
When data is unavailable
Keep the unavailable state truthful. Do not calculate, average, infer, or assign a rank.
Agency operational handbook
9. Tailored resume and current eligibility
A historical tailored record and current permission to share it are deliberately different states.
- What this page is for
- Prepare traceable client-facing material and confirm it is still eligible before sharing.
- What you see
- Tailored-record history, verification against the relevant attested source resume, stale/current status, eligibility reasons, and sharing actions.
- What to do
- 1Request tailoring after reviewing the assessment.
- 2Wait for the tailored resume and its source check.
- 3Read the current eligibility state separately.
- 4Resolve stale source, job, assessment, document, consent, or sharing issues.
- 5Only then choose the public or private sharing path.
- What it means
- A verified tailored resume was checked against the relevant candidate-attested source resume version. It does not independently verify underlying claims.
- Common mistakes
- Saying historical means current; inventing content; generating or promising a link before tailoring and eligibility complete.
Next step: Choose a public verification link or a private published shortlist.
Agency operational handbook
10. Presentations & shortlists
When collaboration is available, this area manages private client presentation without changing scoring, evidence, consent, or eligibility rules.
Create a draft
Create one shortlist for a client-linked job. A draft is internal and not client-visible.
Add an eligible candidate
Only a candidate whose pinned resume, tailored document, job, assessment, consent, and sharing state pass can be submitted.
Publish
Publish when the client-facing presentation is ready. Client visibility still fails closed if eligibility later stops passing.
Feedback
Client feedback stays with its submission; it does not alter the internal assessment.
Withdraw and resubmit
Withdraw an outdated submission, resolve the underlying cause, and submit the current eligible version. History remains without copying deleted resume text.
Public vs private
A public link can be opened by anyone holding its address. A private shortlist requires an invited signed-in client contact. Disable/rotate and revoke controls are separate.
Agency operational handbook
11. Reusable talent, This week, Tasks, Client access, branding, outcomes
These collaboration tools organize recorded work; they do not create assessment evidence or automatically share candidates.
Getting started
Connects the real job, assessment, eligible tailored resume, private submission, and client access in order.
This week
Reviews recorded client questions, unavailable submissions, and open tasks. Rates or response times stay Unavailable below the required sample.
Tasks
Agency staff create, assign, reassign, and progress follow-up tasks using the current staff directory.
Reusable talent
Review candidates still linked to the agency and, for a selected job, see who has not yet been scored. Nothing is shared automatically.
Client access & branding
Administrators invite an exact email, revoke access, and set supported shortlist display details. A logo upload is not supported.
Outcomes
Agency staff may record outcomes such as interview or placement. These are recruiter-recorded, not independently confirmed by TraceScout.
Agency operational handbook
12. Team and invitations
Staff membership, candidate linkage, and client access are separate identities and permission paths.
Staff invitations
Administrators create seven-day recruiter or administrator links and send them directly. TraceScout does not automatically email them.
Recruiter vs administrator
Recruiters perform daily workflows. Administrators additionally manage staff invitations, plan controls, client access, and supported branding.
Candidate capacity
Recruiters and administrators do not consume candidate capacity. Accepted candidate linkage is separate from staff membership.
Client contacts
Client contacts never become org members. They use the exact invited identity and receive only restricted client access.
Agency operational handbook
13. Plan and campaigns
Commercial state can enable or pause actions, but it never overrides consent, tenant access, evidence, freshness, or privacy.
Pay as you hire
An administrator buys a one-time campaign, then activates it for one job. Scoring, tailored resume requests and client links for that job then work as described in this guide, for up to 50 unique candidates over 60 days. Each unused or active campaign also adds room for up to 50 candidates to join the workspace; candidates who joined stay after a campaign ends.
| Billing market | Single | Three-pack |
|---|---|---|
| Canada | C$79.00 CAD | C$199.00 CAD |
| United States | US$59.00 USD | US$149.00 USD |
| United Kingdom | £49.00 GBP | £119.00 GBP |
| Ireland | €55.00 EUR | €129.00 EUR |
| Australia | A$89.00 AUD | A$219.00 AUD |
| Singapore | S$89.00 SGD | S$219.00 SGD |
| United Arab Emirates | AED 219.00 | AED 549.00 |
| India | ₹2,999.00 INR | ₹7,499.00 INR |
| Nigeria | ₦32,900.00 NGN | ₦82,900.00 NGN |
Fixed regional list prices, not converted from Canadian dollars. Your workspace pays in its billing market, which is set when an administrator first starts a payment and doesn't change when you travel. India and Nigeria pricing needs an eligible account in that region. Card issuers may add their own fees.
- One campaign covers one role (job), up to 50 unique candidate assessments.
- Each unused or active campaign adds room for up to 50 candidates to join your workspace (for example 150 with three). Candidates who have already joined count toward this room (pending invitations do not), and each campaign still allows at most 50 unique assessments on its own job.
- When a campaign ends or is refunded, candidates who already joined stay; new invitations can be accepted only if room remains.
- A campaign runs for 60 days from when an administrator activates it.
- Unused campaign credits do not expire. The 60 days start only when an administrator activates a campaign.
- No placement or success fee.
- When a campaign ends, candidate records and scores are kept, but no new assessments, re-scores, tailored resume requests or new client links can be made on it. You can always turn off a client link.
- A refund or dispute revokes unused credits and ends any active campaign from that purchase.
- Per candidate in a campaign: one initial score plus up to 2 re-scores, each only after the candidate's attested resume or the job changes; and up to 2 tailored resume requests, the second only after the attested resume or the job changes. Repeating a request that is still being prepared is not counted again and does not start another run.
- Who can buy a campaign?
- An administrator of an Agency or Hiring workspace billed in Canada, the United States, the United Kingdom, Ireland, Australia, Singapore, the United Arab Emirates, India or Nigeria. The price follows the workspace's billing market, set when an administrator first starts a payment, not where you are browsing from. India and Nigeria pricing needs an eligible account in that region.
- When does the 60-day period start?
- Only when an administrator activates a campaign for one job. Unused credits do not expire.
- What counts as an assessment?
- Scoring one unique candidate against the campaign's job. Scoring the same candidate again on that job does not use another assessment; each candidate gets one initial score plus up to 2 re-scores, and a re-score is allowed only after their attested resume or the job changes. Clicking Score again while a score is still being prepared does not use another assessment or start another run.
- How many tailored resumes can I request?
- Up to 2 tailored resume requests per candidate in a campaign. The second is allowed only after the candidate's attested resume or the job changes.
- Can I use a campaign while my subscription is active?
- Your subscription covers assessments while it is active, so campaigns are not used. You can still buy campaigns for later after confirming that choice.
- What happens when a campaign ends?
- Candidate records, scores and tailored resumes are kept and stay readable. New assessments, re-scores, tailored resume requests and new client links stop. You can always turn off a client link.
- How many candidates can join my workspace?
- Your usual candidate capacity, or 50 for each campaign that is unused or active, whichever is larger. A three-pack with three unused or active campaigns allows 150. This is separate from the limit of 50 unique assessments per campaign.
- What about refunds or disputes?
- A refund or dispute revokes unused credits and ends any active campaign from that purchase. Existing records are kept.
Agency plan
The current Agency workspace plan is C$55.00 CAD in Canada, with the exact supported market price displayed in the workspace. New agencies receive the implemented 30-day free trial. Use the workspace as the price source; do not promise future pricing.
Paused commercial access
An ended trial, past-due payment, or canceled plan can pause scoring and new-link actions. Existing links remain governed by their own sharing controls.
Pay as you hire
Where offered, a campaign provides the implemented job-specific assessment capacity. It does not change consent, privacy, evidence, tailoring, eligibility, or client visibility.
Promoter boundary
Promoters are not employees and cannot bind TraceScout, negotiate pricing, or guarantee employment, interviews, placements, revenue, or other outcomes.
Agency operational handbook
15. Privacy, consent, freshness, revocation and client visibility
Every private viewer request rechecks eligibility and fails closed when a required dependency or permission no longer qualifies.
Consent
A candidate must accept the invitation. Leaving the agency does not delete their personal account.
Freshness
A newer resume, stale assessment, changed job, unavailable document, disabled sharing, ended consent, or deleted required record can make material unavailable.
Internal-only data
Scores, ranks, strengths, gaps, recruiter notes, tasks, candidate email addresses, and another client's records stay out of the client view.
Client-facing data
The restricted viewer presents only eligible material appropriate to that client and published shortlist.
Revoke private access
Removing a client contact ends their portal access on the next request; it does not disable a public link.
Disable or rotate public links
Disable ends that address. Rotate invalidates the previous address and creates the current one. Explain this consequence before acting.
Agency operational handbook
16. Troubleshooting: symptom → likely cause → what to do
Use the product's exact state and recovery action. Never replace missing information with a guess.
| Symptom | Likely cause | What to do |
|---|---|---|
| Candidate not visible | Invitation not accepted, expired, or used with another account. | Confirm the invited account. Create and send a fresh link if needed. |
| Scoring unresolved | Assessment still processing or failed. | Wait the normal interval, refresh, then use the existing score/re-score action. Do not invent a result. |
| Score out of date | The active attested source or job changed. | Use re-score and review the new assessment before proceeding. |
| Score unavailable | No usable recorded score was returned. | Leave the candidate unranked; retry or complete the displayed scoring path. |
| Cannot share candidate | A source, score, tailored document, job, consent, or sharing dependency is stale or invalid. | Read the exact eligibility reason, resolve it, withdraw the old submission if needed, and resubmit. |
| Client cannot open portal | Wrong email, expired/used/revoked invitation, unpublished shortlist, or failed eligibility. | Verify the exact invited email and each access/publication/eligibility state. |
| Public link stopped | It was disabled or replaced by Rotate. | Confirm the newest active address and send that address. |
| Counts partial/unavailable | A bounded or failed read. | Use disclosed coverage and retry. Do not read missing data as zero. |
| Action paused | Trial, payment, subscription, or campaign state blocks it. | Review Plan & campaigns and follow the displayed recovery path. |
Agency operational handbook
17. Glossary
Use these terms consistently in recruiter, client, and training conversations.
Attested source resume
The candidate-controlled source resume the candidate has affirmed. It is not an independent background check.
Match score
The existing recorded assessment score for one candidate-job pairing; internal decision support.
Strengths / gaps
Assessment guidance based on the job and available source information. Strengths use teal ticks; gaps use ordinary bullets.
Stale
A prior result or dependency is no longer current after a relevant source or job change.
Tailored record
Historical evidence that a tailored document was prepared and checked against a relevant attested source version.
Current eligibility
The present result of source, assessment, document, job, consent, and sharing checks.
Public link
A client-facing verification address available to anyone who holds it, until disabled or rotated.
Private shortlist
A client/job presentation visible only after publication to an authorized signed-in client contact and while eligibility passes.
Reusable talent
Still-linked consenting candidates considered for future real jobs; no automatic sharing.
Client contact
A restricted invited viewer for one client, not agency staff or an organization member.
Agency operational handbook
18. Trainer notes and talking points
Promoters and internal trainers can teach current behavior, but they must stay inside approved product truth.
Say this
- Agency represents candidates to outside employers.
- Scores, strengths, gaps, and ranking are internal decision support.
- Resume verification means checked against the candidate-attested source version.
- Historical tailored records and current eligibility are separate.
- Clients receive only eligible client-facing material.
Do not claim
- Verified candidate, verified skills, or independently verified experience.
- That a score predicts or guarantees hiring success.
- That clients see internal scores, ranks, strengths, gaps, notes, or tasks.
- That scoring immediately creates a tailored resume or client link.
- That a promoter is an employee or may promise outcomes or commercial exceptions.
Recommended demo sequence
- Orientation and Overview.
- Client and real job order.
- Candidate consent and attested source truth.
- Candidate-centric review.
- Job-centric Matches ranking.
- Tailoring and current eligibility.
- Draft → publish private shortlist and client visibility.
- Tasks, reusable talent, team, privacy, and recovery.