Agencies

The agencies register: every recruitment agency you work with, their contacts, the Terms of Business on file, whether they are linked to a Xero contact and bank-verified, and the workers they supplied or introduced. Anyone with sub.view reads it; sub.edit adds an agency and uploads terms; pool.view also sees the Applications tab, and pool.manage the Find agencies outreach. HR is shared across the account, so every company sees the same list.

You enter

A new agency: name, legal name and company number, how they work with you (supply or introduction), contacts, and the Terms of Business — or paste their email / drop the terms PDF and Fill with AI fills only the blanks.
On an agency's record: contacts, terms versions and their approval, rates and checks, compliance documents, portal access, and a pause or block with its reason.
On Applications: accept a sign-up or a quote from an agency you did not know (link it to one on the register or create it) or decline it with a reason. On Find agencies: the area to search, the ones to invite, one Send.
In Link existing workers to agencies: the register agency each free-text agency name on a worker record should link to.

Saral fills in

Per agency: the primary contact, the current terms with fee and payment days and whether they are signed, bank status (Verified, Awaiting verification, Missing), the Xero link, how many workers supplied and introduced (active / all), and when one was last on site.
For readers with sub.view_financial: unpaid bills, spend this financial year and the last bill date, read from the linked Xero contact — a dash, never a zero, when there is no link or the bills could not be read.
Blocked and Paused standing, with the reason or the date it lifts; a suggested match for each application and each unlinked agency name.
Beneath a row, one card per worker the agency supplied or introduced — active first, leavers muted — so you see their people without leaving the list.

It produces

A register the vacancy board, offers, rates and checks, invoices and the agency portal all read from; an agency's own portal sign-in once invited.
Workers linked to the agency that supplied or introduced them, so a fee or a rebate is one click away.

What this page is for

An agency worker's cost, an introduction fee and a rebate all depend on knowing which agency a person came through and on what terms. This register is the one place that holds it: the agency, its contacts, the signed Terms of Business with the fee and the payment days, its bank and Xero standing, and every worker it supplied or introduced. Everything else in HR that touches an agency — a vacancy's bids, an offer priced from the rate card, the agency's timesheets and invoices, the portal — reads this list rather than keeping its own.

Terms, money and standing

An uploaded Terms of Business waits as a draft until someone approves it, and a new version shows what changed. Fee and payment-day figures, unpaid bills and spend this year appear only for readers with sub.view_financial; the money columns come from the linked Xero contact, so an unlinked agency shows a dash rather than a figure that is not known. Bank status says whether an account has been checked — only a verified account is payable. Pause or block an agency from its record, with a reason: a paused agency hears nothing until the date, a blocked one is out at once, and an application that matches a blocked agency is flagged on the way in.

Applications and outreach

Agencies find you two ways. A general sign-up or a quote on a public vacancy from an agency you do not know lands on Applications, each with the register agency it looks like; Accept makes a person choose link or create, Decline needs a reason, and both tell the agency. Find agencies goes the other way: search an area or paste a list, review the results, tick the ones to invite and press Send once — the confirm names who will be written to, and nothing is emailed on arrival.

The agency's record and portal

An agency's record has tabs for its overview, contacts, terms, rates and checks, workers, compliance, bids, portal and scorecard. The Portal tab switches on the agency portal, ticks which contacts may sign in and invites them; from there the agency sees its vacancies, submits quotes and its workers' timesheets. The scorecard shows quotes won, people placed, who was still working at four and twelve weeks, early ratings and response time.

Where the settings live

The rate card per trade and grade that prices a vacancy and an offer is HR → Settings → Rates for hiring. How an agency's timesheets are approved and where its invoices go is HR → Settings → Supplier invoices. The register itself is switched on per account; until it is, the page says so and the agency names already on worker records keep working, to be offered for linking once it is ready.

Next screen: /hr/hiring/checks

Not what you needed? Inside Saral, ask Kuku (Alt+K) — if it cannot answer, “Ask a human” sends the question to Saral support with the chat attached.