Overview
BrightMove's vendor management system allows you to work efficiently with external recruiters and staffing agencies. We call these external agencies Vendors. With the Vendor Management feature, you can enable these external agencies to submit candidates and track submissions with your company. This article explains how to set up vendors, create vendor portals, and manage the candidate submission process.
Setting Up Vendors
Step 1: Access Vendor Settings
Log in to your BrightMove account
Go to Settings > Vendors
Click the Create New Vendor button in the top right corner
Step 2: Choose Your Setup Method
BrightMove offers two methods for vendor configuration:
Simple Method
This method is great for companies who use Vendors but just want the basic Vendor portal setup that BrightMove has always offered. You can simply enter a Vendor name, Vendor Contact name, Communication Template fields, and click Submit. This will allow you to assign the Vendor to jobs. The Vendor will log in to their Vendor portal to view Open jobs assigned to them and submit Candidates.
Note: Simple Method will not send notifications to the Vendor when a job they are assigned to is created or updated. The Vendor can subscribe to the Vendor portal RSS feed for this purpose. If you want notifications sent, please see Interactive Method below.
Interactive Method (Recommended)
This method is great for companies who use Vendors and want extra functionality for your Vendors. You can customize and send automatic email notifications to Vendor contacts upon Job creation/Job updates. This method also allows the Vendor to parse resumes & submit to a job at same time via a vendor-specific parser email address. The Vendor name will be automatically set in the Vendor field on the Applicant profile when their inbound email domain matches the domain's entered in their Vendor profile. The email domains field is a white list feature that allows you to set what domains can email this address.
How To Edit or Delete Vendors
Go to Settings > Vendors
Click on the vendor name
From the Take Action menu, select Edit or Delete
Creating a Vendor Portal
Step 1: Set Up the Portal
Go to Settings > Candidate Experience Portals
Click New Portal in the upper right corner
Name the portal (typically the vendor name)
Select Employee as the portal type
Set a portal password if desired
Step 2: Assign Vendors to the Portal
Scroll down to the Vendor Filter section
Click the + to move the vendor name to the box on the right
This will filter jobs to only show that vendor's assigned positions
Scroll up and click Save
Step 3: Configure Portal Layout
In the Layout column for this portal
Enable the sections you want vendors to access
The All Open Jobs pane is recommended to allow vendors to view all their assigned jobs
Creating Vendor Communication Templates
The Vendor Management features works with the Communication Templates feature. You can setup a communication template for the Vendor user type, for specific communications you have with these types of business partners.
Step 1: Create a Template
Go to Settings > Communication Templates
Click New Template in the upper right corner
Complete the template name and subject
Leave the template as Public
Step 2: Configure Template Settings
Under Communication Type, select Email
Under Use Template For, select Vendor from the dropdown
Create the email body using substitution fields shown on the right
Example Vendor Communication Template Content
A job you are assigned to has either been created OR updated. The Job information is shown below. <C>PortalLink<C> <C>PortalJobLink<C> <C>JobTitle<C> <C>ReqNumber<C> <C>ReqGK<C> <C>Openings<C>
Assigning Vendors to Jobs
Step 1: Select Vendors During Job Creation
During job creation or when editing an existing job
Highlight the vendor name(s) you want to assign
Click Submit to save
Step 2: Ensure Proper Job Settings
Job Description-Post to Intranet/Internal Web must be checked
Job Internal Description/Post Internal box must be checked
These settings ensure the job appears on vendor portals
Step 3: Notification Process
Simple Method: Job appears on vendor portal; vendors should subscribe to RSS feed for updates
Interactive Method: Vendor receives email notification about job creation/updates
Vendor Candidate Submission Methods
Preferred Method: Email Parsing
Vendor emails resume to your company's email parser address
Subject line format:
Candidate Name BMID1234567(where BMID is the BrightMove Job ID)Vendor should remove email signatures and previous email chains from the body
With Interactive Method setup, the vendor is automatically assigned in the Candidate Vendor field
Alternative Method: Portal Submission
Vendors can still submit candidates through the portal using the "Create Profile and Apply to Job" button, but email parsing is more efficient.
Searching for Vendor-Submitted Candidates
Using Power Search
Access Candidate Power Search
Select Vendor from the filter drop down
Select the vendor(s) you want to search for
Export results to Excel for reporting (if needed)
Troubleshooting
Can't see Vendors in Settings menu?
The Vendors section may be hidden in your Security Role settings
Account Admin should enable "Access Vendor Module" in Security Role settings
Vendor not receiving notifications?
Verify you've used the Interactive Method for setup
Confirm the notification email address is correct
Check that an appropriate email template is assigned