Rekrutek Sub-Accounts

The Rekrutek Sub-Accounts feature allows for the creation of Parent-Accounts that oversee and manage Sub-Accounts beneath the Parent-Account. Sub-Accounts can also have additional Sub-Accounts beneath them, leading to more than one layer.

Sub-Accounts are accounts in their own right, meaning all of the Sub-Account’s data and integrations will be separate from any other Sub-Accounts connected to the Parent-Account.

Users with access to the Parent-Accounts and that have the appropriate permissions, can view and manage Sub-Accounts.

The types of management Parent-Account users can take are:

Switching into Sub-Accounts and changing account information as if they were a user in that account. Examples: creating Openings, positions, and locations, setting Hiring Goals, and managing applicants within the Sub-Account.
Bulk managing messaging across multiple Sub-Accounts by creating Message or Document Signing templates that can then be used by all Sub-Accounts.

Parent and Sub-Account Permissioning

Parent and Sub-Accounts will be created by your Rekrutek Customer Success contacts. However, Parent-Account users can invite new Sub-Account users at any time. During the invitation process, the Parent-Account user will assign permissions to the Sub-Account user. Sub-Account user permissions behave exactly as they behave if they were regular accounts. To switch into a Sub-Account, use the toggle towards the top right on the Company Settings page of the Parent-Account.

Parent-Account users can be granted access to all Sub-Accounts or some Sub-Accounts via the permission page. Sub-Accounts can also be granted access to additional Sub-Accounts beneath them. To grant a user access to a Sub-Account, follow the steps below:

Log in to the Parent-Account. Note, you must have Admin access to give a user permission to access a Sub-Account.
Click on your initial icon in the top right corner of any Rekrutek page. Then click Company Settings in the dropdown.
On the left side panel, click User Groups.
Click Create User Group.
Type a name for the User Group. For Access Type, select Sub-Accounts. If you want to link additional Sub-Accounts beneath this Sub-Account, select them in the dropdown. Click Save.
Click Back at the top of the User Groups Management page.
Click Users in the left side panel of Company Settings.
Find the user you want to grant access to. Click Actions then Edit User.
Scroll down to the User Groups permissions. Select the User Group that you just created in the dropdown.
Click Save.

Management of Sub-Accounts

Message and Document Signing Templates

Parent-Accounts can create Message and Document Signing templates for their Sub-Accounts to use. This is a great way to ensure consistent company messaging and processes. To create and share these templates, follow the steps below.

Follow normal steps to create a message or Document Signing template within Company Settings of the Parent-Account or higher level Sub-Account. Review the Document Signing Templates Interactive Walkthrough for step-by-step instructions.
On the first page when creating the Message or Document Signing template, check the box for Available to all Sub-Accounts.
Once your template is saved, it will be automatically visible under the saved templates section within any Sub-Accounts below the account the template was created in. These templates can be used by the Sub-Account but cannot be edited. However, the Sub-Account can create a copy of the template, and that can then be edited.

Positions, Locations, and Location Groups

Additionally, within the Parent-Account on the Locations page, there is a new column for Account which will show which Sub-Account the location belongs to. When creating new locations or Location Groups in the Parent-Account, you can select the Sub-Account the location or Location Group should belong to.

The same concept applies to the Positions page in the Parent-Account. The account associated with the position will be listed in the Account column. When creating new positions in the Parent-Account, you can select the Sub-Account the position should belong to.

Rejection and On Hold Reasons

When creating rejection or on hold reasons in the Parent-Account, you will have the option to make the reason available to all Sub-Accounts, streamlining reason management.

When this option is selected within the Parent-Account, the reason will be available on the Sub-Account’s Rejection and On Hold reasons Company Settings page with the label “Inherited from the Parent-Account”. It will also not be editable within the Sub-Account.

Distribute Applicants Rule Stage

When using the Distribute Applicants Rule stage in the Parent-Account, you will have the option to select the account (Sub-Account or Parent-Account) when creating the rule. This option is not available when creating a Distribute Applicants rule within a Sub-Account.

When an applicant moves into the Distribute Rule stage within the Parent-Account, the rule will be executed, and the applicant will be distributed to the Sub-Account(s).

Key Considerations

Please consider the following when using Rekrutek’s Sub-Accounts feature:

When reviewing Analytics, you must switch to a Sub-Account and click Analytics in the top toolbar of any Rekrutek page. You cannot see an overarching view of all Sub-Accounts Analytics via the Parent-Account.
Any message templates or Document Signing templates pushed down to a Sub-Account cannot be edited. However, the Sub-Account can create a copy of these templates and then make updates.
If there are additional Sub-Accounts beneath the first level of Sub-Accounts, those top-tier Sub-Accounts can push templates down to any Sub-Accounts beneath their level.