TraceScout Agency Portal
Quick Reference Guide
The shortest safe path from setup to client collaboration. Current resume, consent, assessment and sharing checks always take priority.
Start here: first 6 steps
- 1Confirm the agency workspace is ready
- 2Invite recruiter or administrator staff
- 3Add the client
- 4Add the real job order
- 5Score an accepted candidate
- 6Request tailoring, confirm current eligibility, then share
Main navigation map
- Overview
- Counts, coverage, attention and continuation
- Clients
- Employer records and saved client views
- Job orders
- Real client-linked postings and saved job views
- Candidates
- Invites, scoring, tailoring and public links
- Matches
- One-job candidate ranking using existing recorded scores
- Presentations & shortlists
- Private client collaboration and ongoing work
- Team & invitations
- Staff and candidate links
- Plan & campaigns
- Subscription, trial and Pay as you hire
Key task → where to click → expected result
- Add employer
- Clients → Add or edit clients
- A client record is ready for job orders
- Record role
- Job orders → Add a job order
- The complete posting is linked to its client
- Assess candidate
- Candidates → scoring form
- An internal result is available for recruiter review
- Prepare client view
- Candidates → request tailored resume
- A verified tailored record can pass current eligibility checks
- Present privately
- Presentations & shortlists
- An invited client contact can see the published eligible shortlist
To share a candidate
- Candidate accepted the agency invitation
- Real job order is linked to the correct client
- Current completed assessment exists
- Tailored resume finished and is verified against the relevant attested source resume
- Resume, tailored document, job and assessment still pass current checks
- Candidate sharing consent is current
- Choose public verification link or private published shortlist deliberately
Public link: anyone with the address can open it. Private shortlist: only an invited, signed-in client contact can open the published client view.
Ongoing collaboration loop
- Review This week
- Review client questions, unavailable submissions and open tasks
- Create or update assigned tasks
- Keep published shortlists current
- Manage client access separately from public links
- Record recruiter-known outcomes
- Review reusable consenting talent for a new job
Role and permission mini-matrix
| Role | Can do | Cannot see/do |
|---|---|---|
| Administrator | All recruiter work; staff/candidate invites; client access; branding; plan | Cannot bypass consent, freshness or client visibility rules |
| Recruiter / staff | Candidates, assessments, tailoring, links, shortlists, feedback, tasks, outcomes | Administrator-only access, invite and branding controls |
| Candidate | Controls own account and candidate-attested resume; accepts/leaves agency | Agency internal collaboration records |
| Client contact | Own client’s published eligible shortlists; own feedback | Scores, strengths, gaps, notes, tasks, other clients |
Common blockers → exact next action
- Candidate missing
- Send a fresh invitation if the seven-day link expired; candidate must accept.
- Score out of date
- Re-score after the active resume or posting change.
- Tailoring incomplete
- Wait for generation and verification against the attested source resume.
- Not ready to share
- Read the eligibility reason; resolve it, withdraw the old submission, then submit the current eligible version.
- Private portal denied
- Use the exact verified invited email; check invite expiry/revocation.
- Public link denied
- Use the newest active address; check Disable/Rotate.
- Partial / Unavailable counts
- Retry the read; never treat unread records as zero.
- Scoring or links paused
- Check Plan & campaigns for trial or payment status.
Privacy and verification reminders
- Candidate claims and source resumes are candidate-attested.
- “Verified resume” means checked against the relevant attested source resume; it is not independent verification of employment, skills, qualifications or experience.
- Scores, strengths and gaps are internal decision support and never belong in client guidance.
- Private client access and public verification links are separate; revoke each with its own control.
- Withdrawn or unavailable submissions stay hidden. Historical metadata and feedback may remain, but deleted resume text is not copied into history.
- Recorded outcomes are recruiter-recorded, not independently confirmed.
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