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THE TAP HANDBOOK

Know exactly what to do next.

Step-by-step instructions for your recruitment workspace. Find your task, check what you need, then follow the numbered steps.

60 practical guides · Before you start · Check it worked · Help when you’re stuck
First time here?

On desktop, use the workspace menu. On your phone, open Menu first. Check your organisation in My workplaces before changing records. Some actions require a paid plan or owner permission.

The demo uses fictional records and does not send live emails or take payments.

Start with your first visit →

60 guides

Printing includes the guides matching your search and role. Clear both filters for the complete handbook.

Recruitment

Choose percentage, fixed, hourly or daily job pricing

Record client pricing separately from candidate pay and agency partner fees.

Before you start

  • Use an agency workspace with permission to manage jobs.
  • Know the agreed client charge and currency; do not enter worker pay as the client rate.

Step by step

  1. Open Jobs, then Create agency job, or open Edit on an existing job. Choose the company and employment type.
  2. Choose the role currency and tax treatment. Enter the annual candidate salary or annualised budget separately; use 0 if it is not yet known.
  3. Under Client pricing, choose Percentage, Fixed fee, Hourly rate or Daily rate. Enter the percentage or amount. Changing the basis clears the amount so an old percentage cannot become an accidental hourly rate.
  4. For hourly or daily pricing, enter estimated hours or days, or 0 if no estimate is agreed. These produce estimated client charges only. They are not worker pay, agency profit or amounts owed.
  5. Save record. Jobs and the job details show the saved basis, amount and currency. Edit a job to update its estimate.
  6. Once shared terms, offers or placements exist, the saved pricing basis and rate are locked. Create a new job for a different rate; previous agreements stay unchanged.
  7. When sharing a job, agree the separate one-off placement fee and partner percentage. An hourly/day client charge is not automatically split between agencies. Actual hours, payroll and ongoing billing stay in your existing systems.
  8. In the demo, My shared jobs includes Logistics Operations Manager with You supply candidates. Open it and introduce one of Cedar’s candidates.

If you’re stuck

  • No total shown? Enter estimated hours or days. A rate alone is not a total.
  • Fixed placement fees use the saved fixed amount when recording a permanent placement. Percentage fees use accepted annual salary.
  • Hourly/day charge recording does not add contract payroll or timesheet settlement. Permanent placement finance remains separate.

Getting started

Start here: your first visit to TAP

Check your account, workplace and plan, then choose the right first workflow.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Sign in to TAP using the email you intend to keep. Open Account and check the signed-in email.
  2. Open My account & teams and check the organisation you are working in. Use Open workspace to switch before creating or changing records.
  3. Open Account and read the plan comparison. Free is for your profile and permitted incoming conversations; Network adds agency collaboration; Growth adds the agency hiring workspace.
  4. Complete your own profile. If you own the agency, open Agency directory and choose Edit my agency listing to complete its public details.
  5. For shared recruitment work, open Find shared jobs. Read “Post a shared job” and “Follow a shared job from agreement to placement” before sharing a candidate.
  6. For your own hiring pipeline, open Jobs and create a role, then open Candidates to add or import people. These tools require the relevant plan and workplace permission.
  7. Open Help & instructions whenever you need a walkthrough. Search a task such as “CV”, “invoice” or “interview”; open the matching guide and follow it in order.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.
A button is locked, a record is missing or nothing seems to happen

Use this checklist before retrying an action or contacting support.

Before you start

  • Keep the page open and note the exact message shown.

Step by step

  1. Check whether the banner says Demo workspace. Demo actions use fictional records and do not send live emails or take payments.
  2. Open My account & teams and confirm that the selected organisation is the one that owns the record.
  3. Clear search, stage and date filters on the current page.
  4. Open Account and compare your plan with the feature you are trying to use.
  5. Ask the owner to check your assigned role and sharing permissions if your plan includes the feature but access is still blocked.
  6. For a candidate, check the current connection, consent and expiry. Visibility in search does not grant every action.
  7. For a save or send error, read the message and correct the marked fields. Check the record or sending history before retrying.
  8. If you still need help, provide the page name, action, exact error, approximate time and your TAP ID. Include a screenshot with private candidate details hidden.

If you’re stuck

  • Do not create duplicate candidates, invitations or payments to bypass an error.
  • Never include passwords, private signing links or verification codes in a support request.
Use TAP for shared roles only

Work with partner agencies alongside your existing ATS.

Before you start

  • Owner access to workspace navigation settings.

Step by step

  1. The agency owner opens Workspace tools, chooses Shared roles first and saves.
  2. This changes navigation for the whole agency.
  3. Choose Post a job for agencies to publish directly: choose New role — no ATS setup, enter a private client reference and write a public brief with clear split terms.
  4. Only the public brief appears on the network listing.
  5. A partner requests the role.
  6. The owner accepts the request, and both owners acknowledge the frozen agreement after their agency reviews.
  7. Add only candidate records you are authorised to manage.
  8. Candidate profiles stay private, and a recruiter-created record does not get a candidate TAP number.
  9. Record current, job-specific permission before introducing someone to a shared role.
  10. Open My shared jobs and choose Share a candidate only after both owners confirm the same terms and the candidate has given permission for that specific role and both agencies.
  11. The role owner needs separate candidate permission before sharing the profile with the employer.
  12. Use Payments & terms for candidate ownership, disputes and payment records.
  13. Switch extra tools on individually or return to Full platform whenever needed.

If you’re stuck

  • Changing navigation does not change the plan or unlock restricted tools.
Keep track of follow-ups

See what is due, who owns it and which record it belongs to.

Before you start

  • A task, due date and intended assignee.

Step by step

  1. Open Follow-ups.
  2. Use Open, Due today, Overdue, Assigned to me or Completed to focus the list.
  3. Choose Create follow-up.
  4. Describe a specific next action, add a due date and assign a team member.
  5. Link it to a candidate, company or vacancy so others can find the context.
  6. Tick the checkbox when the action is done.
  7. Completed tasks can be reopened.
  8. Use Edit to change the due date or owner.

If you’re stuck

  • Check completed items and date filters before recreating a missing task.
Choose and reuse a hiring workflow

Follow the hiring steps and reuse your organisation’s process.

Before you start

  • Owner permission to change shared workflow configuration.

Step by step

  1. Open Start a workflow for links to each recruitment step.
  2. Preview a starter or saved workflow before using it.
  3. Agency owners can add missing stages and fields without replacing existing values.
  4. Use Save current workflow to keep your active stages, fields and criteria as a reusable template.

If you’re stuck

  • Templates do not grant permission or complete approvals. Configure check requirements separately.
Use your candidate workspace

Manage your profile, applications and upcoming steps.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Create a free candidate account from tapjobseeker.com, verify your email and finish your private profile. If invited by an agency, use its original link instead.
  2. After signing in, your candidate area opens. Choose My profile to review your contact details, availability and discovery choices before saving changes.
  3. Open the Workspace job board, select a vacancy and read the role before applying or saving it.
  4. Open Interviews to check any scheduled time, time zone and joining details.
  5. Open Offers to review an offer and respond yourself. Read attached documents before accepting or signing.
  6. Open Documents to review your resume and the information available to your hiring team.
  7. Open My connections to manage agency connections and sharing permissions. Your profile starts private. Choose discovery settings from My profile and withdraw permissions you no longer want.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.
Try a complete agency shared placement in the public demo

Use fictional agencies and candidates to complete a shared job, from invitation to confirmed payment.

Before you start

  • Open /demo and choose Agency Growth in Preview plan. No sign-in is needed.
  • Use fictional details only. The demo never sends email or transfers funds.

Step by step

  1. Click “1. Try a complete shared placement” at the top. Expand the guided Maintenance Team Lead exercise if needed.
  2. Click Switch to Bridge. Review Cedar’s invitation, choose Accepted and tick the terms acknowledgement. Save.
  3. Follow the guide to switch to Cedar. Read and confirm the agreement using a fictional name and position. Switch to Bridge and separately confirm the same terms.
  4. As Bridge, click Introduce a candidate. Select Taylor Brooks or Morgan Chen and save. Sample sharing permission is already recorded; live work requires real candidate permission.
  5. Switch to Cedar. Review the candidate through My shared jobs, then use Move to interview in the guide. You can also schedule an interview from the candidate workflow.
  6. Click Prepare demo offer. Check or change the salary, start date and conditions, then save. This simplified demo offer does not require a file upload or email.
  7. Switch to the named candidate. Review the offer in Offers, click Accept demo offer, tick the confirmation and save.
  8. Switch to Cedar and click Record placement. Confirm to calculate the fee and agreed split and create onboarding tasks.
  9. Record the fictional client receipt using the suggested amount and a demo reference. Then record Cedar’s payment to Bridge. These are bookkeeping examples, not real transfers.
  10. Switch to Bridge and confirm receipt. The guide now shows Shared placement complete. Open the payment record to inspect the history.
  11. For other examples, Operations Manager already has Jamie Walsh at interview; Senior Workforce Planner has a completed placement and confirmed payment. Reset demo restores all sample data.

If you’re stuck

  • If a step is locked, choose the Agency Growth preview and the actor named in Next action.
  • If you close or decline the guided share, use Reset demo to start it again.
  • If you prepare a full offer pack outside the guided exercise, complete its approval and simulated-send steps in Offers before the candidate responds.

Account

Connect your recruiter account to a workplace

Keep a personal recruiter identity while joining separate agency or employer seats.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Open My account & teams from the workspace menu. On a phone, open Menu first.
  2. Find Your recruiter TAP ID in the My recruiter account card. This is your personal TAP-R ID; keep the same ID when working with more than one organisation.
  3. Expand Join an agency or employer. To request a seat, enter the agency’s TAP-A ID or employer’s TAP-C ID and click Check TAP ID.
  4. Check the organisation name in the preview. If it is wrong, correct the ID before continuing.
  5. Send the request. Ask the organisation owner to open My account & teams and review it; this request does not send an invitation email.
  6. If the owner invited you instead, open the incoming request, choose Review invitation, check the organisation and permissions, then Confirm.
  7. After the connection is accepted, choose Open workspace. Check the organisation name before using its dashboard.
  8. To change organisation, reopen My account & teams and choose Open workspace on the other connection. Use My candidate connections for your personal network. Open my dashboard appears when you have a separate personal home; otherwise your existing dashboard is listed by its organisation name.
  9. Before sharing a personal pool, read Manage connection, then Sharing permissions and agree the choices with the owner. Candidate approval is still required.
  10. If you leave, use Manage connection, then Leave this team on that connection. You lose that workplace’s access; other accepted workplaces and valid personal candidate permissions remain.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.
Take a break in the TAP arcade

Play a quick retro game with private scores or optional shared leaderboards.

Before you start

  • Access to Break room; use Practice for a first try.

Step by step

  1. Open Break room.
  2. Choose Pong, Snake, Brick Breaker or Asteroids.
  3. Choose Normal, Hard or Expert.
  4. Play until game over or finish the round yourself.
  5. Use arrows or WASD; Space fires in Asteroids.
  6. On a phone, drag to move paddles, swipe to steer Snake, or hold the large Asteroids controls.
  7. P pauses, and leaving the tab pauses automatically.
  8. Sound starts off.
  9. Practice stays on your device.
  10. Ranked rounds save validated scores to your TAP account.
  11. Open Player settings to choose a nickname and opt into agency or TAP-wide rankings.
  12. Turn sharing off to hide your existing results again.
  13. Choose weekly or all-time scores.
  14. Weekly boards reset Monday at 00:00 UTC.
  15. Back to work returns to your workspace.

If you’re stuck

  • If controls do not respond, select the game area and check its on-screen controls. Demo rounds are practice only.
Change plans, cancel renewal and download invoices

Check effective dates, change your organisation’s subscription and retrieve past invoices.

Before you start

  • Owner or billing-management access to the organisation.
  • Check the current currency, plan, renewal date and paid seat quantity.

Step by step

  1. Open Account in the organisation whose subscription you want to change.
  2. Read the current plan and compare what the destination plan includes.
  3. For Network to Growth, choose Upgrade to Agency Growth now. Read the confirmation and any immediate charge before confirming.
  4. For Growth to Network, choose Schedule Network at renewal. Check the effective date before confirming.
  5. To stop the paid subscription renewing, choose Move to Free. Read the confirmation and check the scheduled end date.
  6. If you change your mind before it ends, choose Resume renewal and check the updated status.
  7. Open Next payment & invoices to review upcoming charges and older invoices. Open the required invoice and use its download option.
  8. Use Manage billing to update payment details or inspect billing information. Return to Account and check the saved subscription status.

If you’re stuck

  • If payment is overdue, update the payment method through Manage billing before changing plans.
  • If a change is already scheduled, inspect it before submitting another request.
  • If you are redirected to sign-in, check that you are using the email associated with this workspace and return to Account.
Change your theme, mascot and celebration button

Find personal appearance, desk buddy and celebration settings together.

Before you start

  • Your own workspace account. Organisation branding changes require owner permission.

Step by step

  1. Open Customise workspace from the menu. On a phone, open Menu first.
  2. Choose Look & feel to change appearance and the available workspace theme.
  3. Choose Desk buddy to select and personalise your mascot.
  4. Use the mascot controls to turn it on or off and choose whether its name and quotes appear.
  5. Choose Celebrations to pick the button look and available celebration effect.
  6. Choose Brand & identity for organisation branding or your recruiter identity. Check whether the section changes your own settings or everyone’s branding.
  7. Save where the section offers a save button, then return to the workspace to check the result.

If you’re stuck

  • If animation is missing, check reduced-motion settings and whether the control is hidden on mobile.
  • Browser-stored appearance choices may need setting again in another browser.
  • If a branding control is unavailable, ask the organisation owner rather than editing another organisation.

Agency network

Find shared roles and set matching alerts

Save personal specialities, see matching roles first and opt in to new-role emails.

Before you start

  • Know your industries, locations and speciality keywords.

Step by step

  1. Open Find shared jobs and choose Edit matching preferences.
  2. Enter industries, locations and speciality keywords, separated by commas.
  3. Industry names match the listing exactly.
  4. Locations and specialities match whole words or phrases; every filled category must match, with any entry allowed within each category.
  5. Save to bring matching roles to the top.
  6. Use Only matching roles to hide other listings; the match note explains why a role appears.
  7. Tick Email me about new matching shared roles if wanted.
  8. Open Email frequency to choose instant, daily summary or off.
  9. Open a role to check availability and proposed terms.
  10. Requesting to work together does not bypass the owner’s choice or agreement confirmations.

If you’re stuck

  • If there are no matches, clear Only matching roles and broaden a preference. Every filled category must match.
See shared-role progress at a glance

See whose action is next and where candidates have reached.

Before you start

  • An existing shared job visible to your workplace.

Step by step

  1. Open My shared jobs.
  2. Select Needs our action, Waiting on partner or Blocked to focus the list.
  3. Each role shows its collaboration stage, candidate counts and the next responsible agency.
  4. Open the job to review invitations, confirm terms or progress candidates.
  5. Resolve the stated block before continuing.
  6. To stop receiving new candidates, open the shared job, expand Responsibilities, terms and payment records, then choose Close new introductions. Enter a reason. Existing candidates, attribution and fees remain; this is not a cancellation of financial obligations.

If you’re stuck

  • Open the job to read the blocking reason; a waiting badge is not an action you can complete for the partner.
Message agencies, recruiters and employers

Start a private conversation from a professional profile or your inbox.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Open Inbox from the workspace menu.
  2. To reply, open an existing conversation, read the latest message and check the recipients.
  3. Type your reply and use the send control. Check that it appears in the conversation before sending it again.
  4. To start a new conversation, use the new-conversation control and select the intended organisation or person.
  5. If TAP shows an upgrade or permission message, check Account’s plan comparison and your current workplace. Free agencies can receive and reply to eligible paid-initiated conversations, but cannot start new ones.
  6. Use a conversation for TAP messages. To send an email from your own mailbox, use the separate connected Outlook email workflow.
  7. If the person cannot be found, check their identity and your access rather than creating another account for them.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.
Review an agency or respond to feedback

Separate employer feedback from agency partner feedback, with replies and fair moderation.

Before you start

  • An eligible completed job or assignment and the right reviewer.

Step by step

  1. Open Reviews & reputation and choose To review.
  2. Select the eligible job or shared assignment you want to review.
  3. Check the agency name before entering ratings.
  4. Rate the displayed categories from 1 to 5 and write factual feedback about the work.
  5. Remove candidate names and confidential client details before confirming and publishing.
  6. To respond to feedback as an agency owner, open Received and choose Reply publicly.
  7. Read your reply before publishing. Use Report if a review or reply needs moderation rather than trying to delete it.

If you’re stuck

  • Check existing requests before sending again. Private external invitations expire and can be revoked.
Manage split agreements and money owed

Review the exact split agreement, follow candidate attribution and audit history, and record payments made outside TAP.

Before you start

  • The correct partner, role, fee currency and agreed commercial terms; owner authority where required.

Step by step

  1. Open Agency review.
  2. Agency owners submit business details; TAP records its manual review decision.
  3. Both agency owners read and confirm the same agreement version: role, fee split, attribution window, responsibilities, payment, replacement and dispute terms.
  4. TAP does not charge a separate fee for agencies collaborating on a role.
  5. Before an introduction, confirm the candidate has current permission for that specific role and both participating agencies.
  6. Candidate numbers appear only when a profile is uniquely matched; possible duplicate or ambiguous matches pause for review.
  7. Open Candidate attribution to check who submitted the candidate, which agency holds the candidate record, who receives attribution for this role, the TAP numbers available and the expiry date.
  8. Attribution is not ownership of the person.
  9. Review agreement and candidate-stage events in the append-only audit trail.
  10. Both owners must agree to renew an expired introduction before an offer or placement can proceed.
  11. After placement, record client collection and partner settlement only after those transactions happen outside TAP.
  12. Open a dispute when needed; agreed credits and cash refunds are separate records.
  13. TAP sends agreement activity emails according to each owner’s email preferences.
  14. After both owners confirm the same version, a follow-up email contains the agreed terms and acceptance details.
  15. Keep the agreement available in My shared jobs; email is a copy, not a replacement for the saved record.

If you’re stuck

  • If terms changed, check the new version and required confirmations. A previous confirmation does not approve new terms.
Advertise a role and find an agency partner

One agency owns the client relationship; a partner agency supplies candidates. Agree terms before introductions and follow the work in one place.

Before you start

  • The role brief, location, industry, fee currency and proposed split.

Step by step

  1. Open Find shared jobs to browse roles other agencies need help filling.
  2. Use My shared jobs to see your roles, partner requests, agreements and next actions.
  3. Choose Post a job for agencies.
  4. Enter the vacancy or reuse an existing role.
  5. Put client details in the private reference and keep confidential information out of the network brief.
  6. Set the positions, candidate partner share, attribution window, responsibilities, payment timing, replacement terms and breach process.
  7. The partner may propose a different split if you allow it.
  8. A partner agency requests the role and explains its fit, shortlist timing and requested share.
  9. Requests go to the role-owning agency for review; no partner is chosen automatically.
  10. The role owner accepts the agreed proposal.
  11. After agency review, both agency owners must accept the same agreement version before candidate introductions unlock.
  12. The candidate partner can submit only a candidate with current, job-specific permission for both agencies.
  13. Matching duplicates pause for review.
  14. The role owner needs separate candidate permission before sharing the profile with the employer.
  15. My shared jobs shows who acts next.
  16. Payments & terms keeps agreement acceptances, submission and progress events, agency TAP IDs, matched candidate TAP IDs, attribution, disputes and payment records together.
  17. Close a listing to stop new requests; accepted agreements remain.

If you’re stuck

  • A private vacancy and a published shared brief are different records. Check the listing’s visibility and status.
Share roles with an agency partner

Agree who does what and how the fee will be split.

Before you start

  • The correct agency profile and authority to request a partnership.

Step by step

  1. Open Agency partners, review a partner profile and request a connection.
  2. Once connected, open My shared jobs and choose Invite a connected agency to propose a role share.
  3. Set the positions, candidate partner percentage, responsibilities, attribution window, replacement terms, payment conditions and breach process.
  4. The receiving partner can accept or propose changes.
  5. After agency review, both owners confirm the same agreement version from My shared jobs.
  6. Introduce only a candidate with current, job-specific permission for both agencies.
  7. The owner obtains separate candidate permission before sharing with the employer.
  8. Track the submission and later progress against its attribution record.
  9. After placement, open Payments & terms → Payments → Open ledger. Use Agree payment timing to propose a trigger and number of calendar days. The other agency owner must choose Review payment timing and accept before the due date changes.

If you’re stuck

  • A partnership does not confirm a job’s commercial terms or grant access to every candidate.
Find and compare recruitment agencies

Find a recruitment partner by specialism, service and location.

Before you start

  • Accurate agency details; owner access to edit your own listing.

Step by step

  1. Open Agency directory.
  2. Search by name or keyword, choose filters, then Search agencies.
  3. Clear filters restores the full list.
  4. Select Compare on up to three agencies, then Compare agencies.
  5. Selections remain when you change filters.
  6. Open a profile for services, coverage, fee information and the recruiting team.
  7. Information is supplied by the agency.
  8. Employers choose Request a proposal to prepare a job brief with that agency selected.
  9. Review the brief and audience before posting.
  10. Requests and responses appear in Agency proposals.
  11. Agency owners choose Edit my agency listing to manage details and directory visibility.
  12. Recruiters cannot change the agency-wide listing.

If you’re stuck

  • Check filters and publication status if you cannot find it. A private workspace is separate from the public directory.
Employer: post a brief and appoint an agency

Employers: publish a hiring brief, review proposals and appoint a recruiting partner.

Before you start

  • A suitable employer brief, its deadline and your agency’s capabilities; responding requires eligible paid access.

Step by step

  1. Open Agency proposals in the employer workplace.
  2. Choose Post a job for agencies, or Use an existing job for an open company-owned vacancy without a brief.
  3. Enter the role requirements and check the location, currency and response deadline.
  4. Choose all agencies on TAP or specific agencies. Select whether you want one or multiple appointments.
  5. Review and publish the brief. Candidate job-board publication is a separate choice.
  6. Open each received proposal and choose Read branded proposal to inspect its pack and documents.
  7. Use Questions and revisions for clarification. Compare fees, approach, experience, timing and terms.
  8. Choose Appoint agency for your selected partner, or Not selected for an unsuccessful proposal.
  9. Use Stop receiving proposals when you have enough responses. Existing appointments and the job stay open.

If you’re stuck

  • A draft is not a submitted proposal. Check its status and deadline before leaving the page.
Follow a shared job from agreement to placement

Use the next-step panel to see who needs to act.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Open My shared jobs.
  2. Find the role and click Open job.
  3. Check which agency owns the client and which agency supplies candidates.
  4. Read the next-step panel. It names who must act and whether the job is waiting or blocked.
  5. If the partner invitation is pending, the invited agency must accept it first.
  6. If terms are pending, both owners must review and confirm the same agreement version. Accepting an invitation alone does not confirm terms.
  7. Before introducing a candidate, record their permission for this role and both agencies.
  8. Follow the candidate’s progress and keep the saved stages current.
  9. If ownership needs renewal, resolve it with the other owner before continuing to an offer or placement.
  10. Record the placement outcome. Record a payment only after it has happened outside TAP.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.
Request a review from an employer without a TAP account

Invite an eligible client to leave verified feedback without signing up.

Before you start

  • Agency-owner access, an eligible completed job and the employer’s correct contact email.

Step by step

  1. Open Reviews & reputation and choose Request employer feedback.
  2. Select the eligible completed job.
  3. Check the company contact email carefully before sending.
  4. Send the invitation once. Check the request status before trying again.
  5. The employer opens the private link, verifies their mailbox with a code and publishes their review without creating a TAP account.
  6. Review the published feedback under Received. If an invitation should no longer be used, revoke its active link.

If you’re stuck

  • If the job is unavailable, check completion and review eligibility.
  • An active request blocks another invitation. Check expiry or revoke the old link before replacing it.
  • Ask the employer to check junk mail; accepted by the provider is not proof of inbox delivery.
Agency: prepare and submit a proposal for employer work

Build an approved capability pack and attach it to your response.

Before you start

  • Eligible paid agency access, an open employer brief and authority to offer the proposed fees and terms.

Step by step

  1. Open the employer brief and read the requirements, deadline and appointment conditions.
  2. Open Proposal library to prepare your capability pack.
  3. Choose Create proposal pack, or Tailor a copy of an existing pack.
  4. Complete the client-specific content and include the permitted supporting PDF or DOCX documents.
  5. Preview the pack and arrange owner approval for this version.
  6. Return to the brief and prepare your response, including fees, capacity, approach and terms.
  7. Select the approved proposal pack. Check the recipient brief and the exact version before submitting.
  8. Check the response status. Use Questions and revisions for follow-up clarification.
  9. If appointed, open the job and follow the consent-controlled candidate submission workflow.

If you’re stuck

  • A saved pack is not a submitted response: return to the brief to submit it.
  • Free agencies may receive eligible opportunity alerts but must upgrade before responding.
  • Check the deadline and approval status if submission is unavailable.

People & relationships

Discover skills with profile evidence

Find people using saved skills, employment history and qualifications.

Before you start

  • Candidate discovery access and the skills you want to find.

Step by step

  1. Search Candidates by skill, employer, qualification or location.
  2. Open Discover skills & experience and select skills to combine them.
  3. People must match all selected skills.
  4. Read Why this profile matched and open the full profile to check the source.
  5. Clear filters to return to the full list.

If you’re stuck

  • Remove a selected skill to broaden results. Discovery does not unlock a private CV.
Add a candidate from their CV

Upload a PDF or Word CV and review the extracted details before saving.

Before you start

  • A readable PDF or DOCX CV up to 2 MB and permission to use it.
  • Access to Candidates in this workplace. Agency candidate-management tools require Growth.

Step by step

  1. Open Candidates and choose Add from CV.
  2. Choose the person’s PDF or DOCX file. The file must be no larger than 2 MB, and you must have permission to use it.
  3. Wait for the preview. Check the name, email, phone, location and current role against the original CV.
  4. Review the career history, qualifications and skills. Correct missing or incorrect fields; parsing is a starting point, not confirmation that every detail is accurate.
  5. Read any duplicate warning. Inspect the existing candidate before creating another record.
  6. Check which candidate record will receive the information, then confirm the save.
  7. Open the saved candidate profile and check the key details again before adding the person to a role.

If you’re stuck

  • If the file is too large, export a smaller PDF or DOCX and try again.
  • If text is missing or scrambled, use a clearer text-based copy and enter corrections in the preview.
  • If two identifiers point to different people, stop and inspect both records; do not overwrite one to force the import.
Let candidates choose their talent-pool connections

Candidate-owned profiles with separate choices for each organisation.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Open the candidate profile and check that the email belongs to the person you intend to invite.
  2. Use the candidate invitation or connection action. Review the recipient before sending a live invitation.
  3. The candidate opens their invitation using their own account and reviews their profile and disclosure choices.
  4. Ask the candidate to review their discovery preference: open discovery, requests first or selected organisations, as available on their screen.
  5. Check the accepted connection and its current permissions before using private details or documents.
  6. Add the person to the appropriate pool only after the connection and relevant access are available.
  7. If the candidate withdraws access or changes availability, respect the updated controls; an old pool entry is not continuing permission.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.
Link a LinkedIn profile and review updated details

Keep the profile link, source dates and reviewed skills, experience, photo and work interest together.

Before you start

  • Information supplied with permission; know which candidate it belongs to.

Step by step

  1. Open a candidate and choose LinkedIn & refresh, or open Profile imports & exports → Choose a candidate.
  2. Save their LinkedIn member-profile URL.
  3. Saving a link does not retrieve data.
  4. Choose Review supplied update.
  5. Enter details you checked, or load a CSV containing one person with a matching LinkedIn URL.
  6. Upload an updated picture separately if supplied.
  7. Record the source and when the details were observed.
  8. Missing fields keep their saved values; skills can be added or replaced.
  9. Preview the old and proposed values.
  10. Untick fields to preserve and confirm the selected changes.
  11. Review the dated update history.
  12. Availability, notes, role-fit decisions, hiring stages and disclosure consent are unchanged.

If you’re stuck

  • Saving a LinkedIn URL does not fetch a profile. Supply the permitted update before trying to review changes.
Import a candidate database with your own fields

Map CSV columns, create custom fields and review duplicates before saving.

Before you start

  • A permitted CSV/TSV export; identify name, email and source-ID columns.

Step by step

  1. Open Candidates → Import CSV, Talent pools → Import CSV, or Import talent pool in the sidebar.
  2. Choose a CSV/TSV file or paste data.
  3. Choose the separator and header row.
  4. Use the same source system name for repeat exports with original candidate IDs.
  5. Match columns to TAP fields.
  6. Map Full name, or both First name and Last name.
  7. Ignore unwanted columns or create a Text, Number, Date or Yes/No field.
  8. Choose whether to skip existing candidates, fill empty fields, or update mapped fields.
  9. Blank values never erase existing values.
  10. Optionally select a talent pool and save a named mapping.
  11. A reused mapping name replaces that agency mapping.
  12. Check the review, preview individual rows and download the report.
  13. Correct errors or explicitly skip invalid rows.
  14. Confirm the import.
  15. Custom fields appear on the candidate profile and in your agency’s profile exports.

If you’re stuck

  • Fix row errors in the preview. Resolve conflicting identifiers instead of importing another duplicate.
Find a person and choose the next step

See people, their applications and availability in one clear list.

Before you start

  • Candidate-management permission, accurate contact details and a lawful reason to hold them.

Step by step

  1. Open Candidates.
  2. Use All people, In hiring or No active applications to choose your view.
  3. In hiring means an active application for an open job.
  4. Search a name, skill, job title or location.
  5. Choose availability, or open More filters for your agency’s assessment of future potential.
  6. Read Current applications to see the job and stage.
  7. Each application has its own stage; a closed job is labelled separately.
  8. Choose Open profile to review the person, or Review applications to work on their jobs.
  9. People without applications can be added to a job when your permissions allow it.
  10. Expand More details for all skills, assessments for future jobs, talent pools and CV sharing records.
  11. Personal icons beside the name are your own reminders.
  12. Use More tools for CSV imports or custom candidate fields.
  13. Add candidate creates a new profile.
  14. On a profile, use Add to role for an application.
  15. Open the more-options menu for actions such as adding to a talent pool or sharing.
  16. A private candidate record is not a candidate login or permission to share their details.

If you’re stuck

  • Search email, phone and LinkedIn before adding another record. A private profile elsewhere is not yours to copy.
Build a talent pool for future vacancies

Save groups such as “Melbourne supervisors” for later hiring. Use Discover candidates to find people who chose to share their basic TAP profile.

Before you start

  • Visible candidate records and a clear purpose for the pool.

Step by step

  1. Open Talent pools and choose Create pool.
  2. Give it a clear name and description.
  3. Choose Add candidates.
  4. Review their role, skills, location and availability.
  5. Search across those details or filter by availability; selected people stay selected when filters change.
  6. Save the selected candidates.
  7. Skills stay visible in the pool list.
  8. Click a candidate’s name to open their profile.
  9. You can also use Add to talent pool at the top of a candidate profile.
  10. Existing memberships are labelled Already in this pool.
  11. Remove from pool only removes membership.
  12. The candidate’s profile and applications remain.
  13. Archive a pool you no longer use.
  14. Restore it from the Archived tab when needed.

If you’re stuck

  • Check archived pools and current filters. Removing a person from a pool does not delete their profile.
Record contact and create a follow-up

Keep a dated conversation record and make the next action explicit.

Before you start

  • The correct contact and details of the conversation.

Step by step

  1. Open Activity log and select Log a conversation.
  2. You can also use Log contact on a candidate or company profile.
  3. Choose the linked person, company or vacancy, contact type and date.
  4. Add a short description and useful notes.
  5. Tick Create a linked follow-up if another action is needed.
  6. Give it a title, due date and responsible person.
  7. Save.
  8. The conversation is kept in Activity log and the task appears in Follow-ups and on the related profile.

If you’re stuck

  • Saving a contact log does not send the contact an email.
Prepare and share a resume submission

Share a selected document version with named recipients.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Open Documents and find the candidate’s current CV. Upload the permitted document first if it is missing.
  2. Check the document name, version and owner. Do not assume an older file is the latest CV.
  3. Open Submit to employer for the relevant role. Select up to five candidates for that same role.
  4. Choose the profile sections and specific documents to include. Keep private internal notes out of the submission.
  5. If using an anonymous submission, inspect every attachment as well as the profile fields. Upload an anonymised CV if the original identifies the person.
  6. Write your recommendation and check the employer recipients, expiry and download choices.
  7. Open Preview and read the pack as the employer would see it.
  8. Submit only when the recipient and contents are correct. Check the submission history for the saved version.
  9. If access should end, revoke the submission link. Revoking a link cannot remove a file the recipient already downloaded.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.

Daily recruitment

Start with your next action

My day brings your upcoming work and follow-ups together.

Before you start

  • Saved follow-ups, applications or approvals in the selected workplace.

Step by step

  1. Use the filters to focus on overdue items, today or the week ahead.
  2. Turn on team items to include work assigned to colleagues.
  3. Open an item to update it in its original screen.
  4. Completed work drops out of the list.

If you’re stuck

  • Check the date and personal/team scope if a task seems missing.
Keep in touch after a placement

Give each placement a responsible person and an agreed follow-up plan.

Before you start

  • A recorded placement with accurate start and review dates.

Step by step

  1. Open a placement and set its progress, owner and confirmed start date.
  2. Add probation and guarantee dates from the agreed terms, plus check-ins for the candidate or hiring manager.
  3. Complete check-ins as you go and record replacement follow-up when needed.

If you’re stuck

  • Correct the underlying dates if a reminder appears too early or late.

Assess & hire

Recruit across countries and time zones

Plan destination roles, candidate relocation and work-rights follow-ups.

Before you start

  • Hiring-workspace access, destination country and the candidate’s stated preferences.

Step by step

  1. Open International hiring and choose Plan a role.
  2. Record the destination, time zone, sponsorship position and relocation support.
  3. Agency teams can add a candidate plan or edit International preferences on their profile.
  4. Record only reported information; verification belongs in checks.
  5. An organisation administrator can open the role plan and choose Use international checks.
  6. Confirm right to work, qualification verification and relocation readiness with a reviewing manager.
  7. In Checks & costs, add the role checks to each application.
  8. Record evidence and actual outcomes, then send them to another manager for review.
  9. Schedule interviews in the agreed IANA time zone.
  10. TAP saves the actual UTC instant and displays your workspace time as well.
  11. Repeated clock-change times require an explicit Earlier or Later choice.
  12. Use linked follow-up tasks for relocation actions.
  13. Reported rights dates expired or due within 30 days appear in the international workspace.

If you’re stuck

  • If a linked candidate or check screen is locked, ask the owner to check plan access and permissions. Do not use a duplicate record as a workaround.
Move an application through hiring

Track a person’s progress for one vacancy.

Before you start

  • A job and candidate applications visible to you.

Step by step

  1. Open Hiring pipeline.
  2. Agencies can narrow by employer, business unit and site; employers can narrow their own jobs by business unit and site.
  3. Then select a vacancy.
  4. Use Board or List; filters apply to both.
  5. Sort by orders jobs within each stage.
  6. Reset view filters clears these personal choices.
  7. Open the candidate or application to check their information and role fit.
  8. Move candidates by dragging a card on desktop, or open the card’s … menu and choose a status.
  9. Select a vacancy to move between its custom statuses.
  10. Keep assessment notes and scorecards with the application.
  11. Use Shortlists to compare up to four people.
  12. A stage picture tag can follow the configured stage or be changed for the application where permitted.

If you’re stuck

  • Check the selected job and filters. On a phone, use the stage action instead of relying on drag-and-drop.
Score candidates and collect manager feedback

Use role-related evidence rather than an unexplained overall label.

Before you start

  • Applications for the selected role and any configured scorecard criteria.

Step by step

  1. Open Shortlists and the relevant application.
  2. Open its Scorecard and record experience, skills, availability and evidence.
  3. Admin can configure criteria and weights.
  4. Select up to four applications and choose Compare to review their saved assessments together.
  5. Employers can add hiring-manager feedback.
  6. Record the recommendation and the role-related reason.
  7. Choose Interview when ready to arrange the next discussion.

If you’re stuck

  • A score alone does not book an interview or change an offer; complete the separate action.
Set role checks and review disclosed findings

Record police checks, medicals and custom assessments, then obtain manager approval for disclosed findings.

Before you start

  • A candidate application, role requirements and evidence you are permitted to upload.

Step by step

  1. Open Checks & costs.
  2. Use New check type for a custom assessment.
  3. Choose Set role requirements, select a vacancy and check type, then choose the review policy and default manager.
  4. Use Add role checks for an application to create missing Pending records.
  5. Edit each check with its actual outcome, dates, provider and report reference.
  6. Record any disclosed findings and a brief role-relevant summary.
  7. Save, then choose Send for review and assign another manager.
  8. The manager uses Review & decide to approve for this role, decline or request information, with a recorded reason.

If you’re stuck

  • A Fail outcome does not automatically reject someone. Review and application stage are separate.
Track recruitment spending

Record job-board fees, police checks, medicals and other expenses.

Before you start

  • Supplier, date, amount, currency and the correct role.

Step by step

  1. Open Checks & costs, select Cost register and choose Add cost.
  2. You can also add an optional linked cost when saving a check.
  3. Select the vacancy, category, amount and currency, supplier and date.
  4. Use Estimated for a forecast, Committed for agreed spend and Paid when settled.
  5. Edit the existing cost to move it between statuses.
  6. Do not create another entry for the same expense.
  7. Filter by vacancy to see totals.
  8. Cancelled entries are excluded.

If you’re stuck

  • Edit the original cost when its status changes; do not add another row for the same expense.
Arrange an interview

Keep the date, format and preparation details with the application.

Before you start

  • Candidate, role, attendees, date, time zone and meeting details; connected Outlook for calendar sending.

Step by step

  1. Recruiters open the application or shortlist and choose Interview.
  2. Enter the date, local time, time zone and format.
  3. Add location or video details and preparation instructions.
  4. Check the saved interview in Interviews and the candidate’s activity.
  5. Candidates can review interview information visible to them in their perspective.

If you’re stuck

  • A saved interview is not necessarily a sent calendar invite. Check the send status and connected mailbox before retrying.
Record an offer, placement and onboarding

Keep the accepted terms and start-date handover together.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Open Shortlists and select the application you want to offer to.
  2. Record offer details: check the annual salary currency, proposed start date and conditions, then save.
  3. Upload the employer-approved offer documents to the document library and assign them to the Offer stage.
  4. Open the application in the pipeline and attach the intended document versions.
  5. Open Offers and choose Prepare offer pack on that offer.
  6. Enter the employer-approved covering letter and Offer expiry. Select up to three Supporting documents and save the pack.
  7. Read the exact pack version. Choose Approve pack only if you have employer authority; record the approver and approval reference.
  8. Choose Send secure pack. Check the displayed recipient and pack version, then confirm sending.
  9. Check Review pack and history for the status. The candidate responds using their own account or secure link.
  10. Open Signing record to check electronic signatures separately from the offer response.
  11. After acceptance, complete the remaining requirements and use Record placement when the action is available.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.

Jobs & advertising

Create a vacancy and choose the hiring route

Keep the job, its applicants and advertising together.

Before you start

  • The company, role title, location, headcount, hiring route and pay currency.

Step by step

  1. Open Jobs.
  2. Agencies choose Create agency job; employers choose Post job / brief.
  3. Enter the title, company, location, employment type, annual salary or annualised budget and number of positions.
  4. Add an optional business unit (team or division) and site (workplace or branch); reuse existing names from the suggestions.
  5. Choose Direct, Recruiters or Both where offered.
  6. Employer recruiter briefs can invite proposals.
  7. Open the job to review applicants, saved ad or PD copies, workspace visibility and job-board advertising.
  8. Use Job advertising to write a TAP job board ad, add screening questions, then send it for approval or publish it.
  9. The board listing and recruiter brief have separate visibility controls.
  10. Use Employer, Business unit and Site filters plus Sort by to organise your job list.
  11. Employers see their own business units and sites.
  12. Open a job → Edit BU & site to update existing roles.
  13. Not assigned finds roles still to organise.
  14. These details are not published on the candidate board.

If you’re stuck

  • Saving a job does not automatically publish an approved advertisement. Use Job advertising for publication.
Write and reuse job ads and position descriptions

Build reusable copy and tailor a saved version to each vacancy.

Before you start

  • A role outline and approved employer or agency wording.

Step by step

  1. Open Job ads & PDs and create a Job ad or Position description.
  2. Fill in the structured content, check the preview and mark it Ready to use when finished.
  3. Use the saved document to create a vacancy or attach a copy to an existing one.
  4. Duplicate a template when you want a separately tailored version.
  5. Changes to the library document do not silently replace copies already attached to jobs or approved advertisements.

If you’re stuck

  • Ready to use describes content readiness; check Job advertising separately for publication.
Write and publish a TAP job ad

Prepare one clear job ad for candidates using TAP.

Before you start

  • An authorised vacancy, approved branding images, location, industry and salary currency.

Step by step

  1. Open Job advertising or choose Create job ad on an open vacancy.
  2. Check the title, industry/category, employment type, location and optional pay range.
  3. Choose the matching industry so candidates can find the ad using job-board filters.
  4. Step 2: write the short search summary, job description, requirements and benefits.
  5. Step 3: add up to eight job-related screening questions.
  6. Candidates answer these when they apply.
  7. Preview the ad, including any logo, banner and branding you add.
  8. Check it on a narrow screen too.
  9. Send the exact version for approval, or publish directly if your permissions allow.
  10. Approvers open Approvals and choose Approve & publish or Request changes.
  11. A live ad appears on the TAP job board and new applications enter the hiring pipeline.
  12. Create revision keeps the current live version in place until the new one is approved.

If you’re stuck

  • If it is still a draft or awaiting approval, it is not published. Check Approvals and the live version before resubmitting.

Workspace setup

Configure the ATS and your branding

Adapt the workspace to your team’s process.

Before you start

  • Owner authority to change organisation-wide settings.

Step by step

  1. Organisation owners use Agency settings to configure features and recruiter permissions.
  2. Set recruitment statuses, custom application fields, scorecard criteria and templates.
  3. Use Customise workspace → Brand & identity to add agency or company branding and allowed recruiter identity details.
  4. Use the Pictures control in the top bar to show or hide profile photographs.
  5. Use Team & seats to invite colleagues and review their access.
  6. Check which permissions each team member needs before giving them access.

If you’re stuck

  • Personal preferences and organisation policy are different. Check My account & teams before changing team-wide settings.
Understand profile imports and exports

Use supported, reviewed file workflows to manage candidate data.

Before you start

  • A permitted source export and the target candidate identity.

Step by step

  1. Use Profile imports & exports for supported CSV and JSON workflows.
  2. LinkedIn fields store profile links; they do not scrape LinkedIn or retrieve private data.
  3. Review mapped values and possible duplicates before importing a candidate file.

If you’re stuck

  • Inspect conflicts first. A URL is not permission to scrape a profile.
Filter and download a job report

Choose the scope and columns, review the results, then export your job list.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Open Reports from the workspace menu.
  2. Choose All jobs, Open roles, On hold or Closed roles.
  3. Set the company, recruiter, employment type, location and date filters you need, then click Apply filters.
  4. Choose columns and select the fields the recipient needs.
  5. Read the preview and check the organisation, filters and totals.
  6. Choose Download CSV for a spreadsheet, or Preview / print to print or save a PDF.
  7. Open the downloaded file and check it before sharing it outside your organisation.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.
Personalise your dashboard

Choose your own display without changing the team’s process.

Before you start

  • Your own signed-in account in the intended workplace.

Step by step

  1. Open My preferences and choose Edit my preferences.
  2. Choose a default applicant view and the dashboard panels you want.
  3. Save.
  4. Your choices follow this perspective after reload.

If you’re stuck

  • Required reminders and organisation policy may remain visible even when you hide optional panels.
Create stage-based follow-up tasks

Create a predictable internal follow-up when an application reaches a stage.

Before you start

  • Owner access, a trigger stage and the desired task timing.

Step by step

  1. Open Follow-up automation from agency settings.
  2. Choose a trigger stage, task title and days until due.
  3. Enable the rule and save.
  4. On the next qualifying stage change, TAP creates one linked task for the person making the change.

If you’re stuck

  • Rules do not backfill historical stages or send an email automatically.
Invite colleagues and understand seats

Give the right people access to your organisation.

Before you start

  • The correct workplace and permission to use this feature.

Step by step

  1. Open Team & seats or the team invitation screen available to your owner account.
  2. Check the available seat count before inviting anyone. Pending invitations can already reserve seats.
  3. For an existing independent recruiter, open My account & teams, expand Manage recruiters at your organisation, and enter their personal TAP-R ID. Click Check TAP ID and verify their name.
  4. Send the workplace invitation. The recruiter must review and accept it; entering an ID does not silently join the accounts.
  5. For an email invitation, check the colleague’s email and select the correct staff role before sending once.
  6. Review the pending invitation instead of sending duplicates. Ask the colleague to sign in with the invited email.
  7. After acceptance, check the member’s role and sharing permissions. Access should match the work they need to do.
  8. When someone leaves, remove the relevant workplace access and separately review paid seat quantities in billing.

If you’re stuck

  • Check the selected workplace, plan and your assigned permissions if a control is missing or locked.
Manage your account, profile views and alerts

Check your identity, team access, connected mailbox and notification choices.

Before you start

  • Your own signed-in account.

Step by step

  1. Check Your account for the signed-in email and TAP ID.
  2. Your TAP sign-in and Outlook mailbox connection serve different purposes.
  3. Use Profile views to see visits.
  4. Agency Growth can open named viewers when their public profile is available.
  5. Viewing privacy lets you choose whether your own visits show your public business identity.
  6. Use Email alerts to choose instant updates, a daily summary or no activity emails.
  7. Review team seats and the current plan before changing billing.

If you’re stuck

  • Microsoft sign-in is different from connecting Outlook to send mail. Check both separately.

Reporting

Build a branded client QBR pack

Choose a client and reporting period, tailor the sections and download a reviewed PDF.

Before you start

  • Reporting access, accurate saved job data and the employer and quarter you want to report on.

Step by step

  1. Open Reports and choose Build a QBR pack.
  2. Select the employer and quarter for this report.
  3. Review the calculated results and confirm the scope before writing commentary.
  4. Deselect any sections you do not want to include.
  5. Add commentary explaining the results, risks and next actions for this client.
  6. If including the market scan, read its coverage and sample warnings. It covers public TAP vacancies, not the whole recruitment market.
  7. Preview the pack. Check the client name, agency branding, dates and every included section.
  8. Download the PDF and open it to check the final pages before sending it yourself.

If you’re stuck

  • Download before leaving the page: draft commentary lasts only while the page is open.
  • If a metric is missing, check scope and saved records. Small market samples are withheld rather than guessed.

Offers & agreements

Read and electronically sign a document

Verify your email, review the exact document and keep a copy of your signing record.

Before you start

  • The private signing link sent to you and access to the intended recipient email address.

Step by step

  1. Open your private signing link and check the document title, parties and version.
  2. Read the full document and supporting files. Ask the hiring team to correct errors before you sign.
  3. Choose Email me a signing code.
  4. Check your inbox and junk folder for the code. Enter the six-digit code on the signing page.
  5. Enter Your full legal name and Your position where requested.
  6. Read and complete the displayed consent declarations, then choose Sign this document only when you agree.
  7. Check the signing record for your completed signature and any other parties still pending.
  8. Use Download signing PDF to keep the signing record.

If you’re stuck

  • If the link is expired or revoked, ask the sender for a current document.
  • If details are wrong, do not sign: ask for a corrected version.
  • An offer response and a document signature are separate; inspect both where required.

Email & notifications

Choose email alerts and check recent sending activity

Set your preferred frequency and distinguish a queued email from an accepted send.

Before you start

  • Your verified signed-in account and the correct email address in Account.

Step by step

  1. Open Account and choose Email alerts.
  2. Check the email address shown at the top of the preferences page.
  3. Choose Instant, Daily summary or Off under Activity and matching-role email frequency.
  4. If you want employer opportunities, select Also email me about new employer opportunities.
  5. Enter Industries and Locations if you want to narrow those opportunities. Separate entries with commas; blank means all.
  6. Choose Save preferences and check that the saved choices remain visible.
  7. For shared-role alerts, open Find shared jobs and Edit matching preferences. Use its separate opt-in; the email frequency still applies.
  8. To test delivery to your own address, choose Send me a test email once.
  9. Read Recent email activity to see whether an attempt is queued, accepted, failed or unknown. Check your inbox and junk folder separately.

If you’re stuck

  • Instant normally means within five minutes, not immediately; provider limits or a queue may add delay.
  • Daily summaries do not replay all historical activity.
  • An unknown delivery status is not a reason to repeatedly resend. Check the inbox and history first.
Connect Outlook and send a candidate an email

Check your sending mailbox and candidate recipient before sending.

Before you start

  • The intended Microsoft mailbox, permission to send from it, and an accessible candidate application with a correct email address.

Step by step

  1. Open the Outlook connection page from Account’s linked services or the workspace menu.
  2. Choose Connect Outlook and sign in to the mailbox you intend to send from.
  3. Return to TAP and check the connected email address. Signing in to TAP with Microsoft alone does not complete this connection.
  4. Under Choose an application to email, find the correct candidate and role.
  5. Select the envelope button labelled Write email.
  6. Review the To address and sending mailbox. The recipient comes from the candidate’s email on this application.
  7. Enter Subject and Message. Read both before sending.
  8. Choose Send with Outlook once.
  9. Check Recent email & calendar activity for the recorded subject and recipient.

If you’re stuck

  • If the email is incorrect, cancel the composer and correct the candidate record before sending.
  • If connection setup is unavailable, ask your administrator to check the Microsoft integration.
  • If a send fails or is uncertain, check the activity record before retrying.

Account & safety

Report abuse or unwanted contact

Send a private report to TAP and block unwanted messages.

Before you start

  • Sign in to your real TAP workspace. Demo reports are not sent.
  • Have the profile, job or message and a short description of what happened.

Step by step

  1. Open Report abuse at the bottom of the workspace menu. On mobile, open Menu first.
  2. You can also open a profile and choose Report this profile, or open the conversation’s More options menu and choose Report conversation.
  3. Search the record name and select the correct record. Only records available to your current workplace are listed.
  4. Choose the reason, then describe what happened and when. Include enough context to investigate; leave out passwords and unnecessary personal information.
  5. Choose Send report to TAP. Keep the reference shown on the confirmation.
  6. For unwanted messages, return to the conversation’s More options menu and choose Block account. Reporting on its own does not block a sender.

If you’re stuck

  • If a record is missing, check which workplace you have selected. You cannot report a record you cannot access.
  • If access is suspended or reporting is unavailable, use the Contact TAP page on the public website.
  • If an outreach limit appears, wait before retrying. Repeated attempts do not bypass the limit.

Agency collaboration

Close new introductions without losing existing obligations

Pause new candidate introductions or ask the other owner to end new work, while keeping existing candidate and financial records.

Before you start

  • Sign in to the correct agency workspace. An agency owner handles these decisions.
  • Read the accepted agreement and review candidates and outstanding placement fees first.

Step by step

  1. Open My shared jobs and choose Open job for the right role.
  2. Expand Responsibilities, terms and payment records. Choose Close new introductions.
  3. Enter a clear reason that the other agency can read. Choose Close new introductions to save. Both agencies receive an in-app notification.
  4. Check the job now says Closed to new introductions. Existing introductions, role-specific attribution, agreement acceptances and payment records remain.
  5. For a mutual end of new work, open Payments & terms → Agreements. Choose Request end of new work and describe the arrangements.
  6. The other agency owner opens the same agreement card and chooses Review end request. Read the reason, choose Accept or Decline, enter a response and save.
  7. Continue dealing with existing candidates and fees under the agreed terms. A mutually agreed end does not waive debt or erase attribution. Request a fee credit separately if both parties agree a reduction.

If you’re stuck

  • If you cannot find a decision button, ask your agency owner. You cannot approve your own request.
  • If candidate progression is blocked, check consent, attribution expiry, agency review and open disputes. Closure does not remove these safeguards.
  • Closing the job or ending the agency connection also closes new introductions; it does not delete historic fee records.
Track placement dates, invoices and partner payments

Record what happened after a shared placement and agree a clear payment date with the other agency.

Before you start

  • Record the accepted offer as a placement. The shared placement must appear in Payments & terms → Payments.
  • Have the signed payment terms, invoice references and external payment records available. Agency owners approve payment schedules.

Step by step

  1. Open Payments & terms → Payments. Find the placement and choose Open ledger. Check the role, currency, fee split and terms version.
  2. Choose Record milestone. Pick Started, Client invoice issued, Partner invoice issued, Replacement requested or Collection update as appropriate to your side. Enter the actual date and evidence/reference, then save. TAP records the milestone; create the actual invoice in your accounting system.
  3. Choose Agree payment timing. Select the agreed trigger and calendar days after it. Explain how this reflects or supplements the signed agreement and choose Propose timing.
  4. The other agency owner opens the ledger, chooses Review payment timing, reads the proposal, selects Accept or Decline, explains their response and saves. A proposal alone does not change the due date.
  5. Once agreed, the ledger calculates the due date when the relevant event is recorded. The original agreement is retained. The legacy tracker uses full client collection plus its saved payment days until a schedule is jointly agreed.
  6. After actual money moves outside TAP, the client-side agency chooses Record external transaction. Select Client payment or Partner payment, Receipt, the actual fee-basis amount in the placement currency, and a unique bank/provider reference. Save each partial payment separately.
  7. The supplying agency owner opens the ledger, checks the actual incoming payment against their bank record, and chooses Confirm received. A sender report alone stays Awaiting recipient confirmation.
  8. For a replacement or fee reduction, choose Request fee credit, enter the reduction in gross client fee and supporting reason. The other owner reviews it. Historical TAP charges, if any, need TAP approval too.
  9. After approval, record any actual refund separately. The supplying agency records a Partner refund; the client-side owner confirms receipt. A credit changes the balance, but never claims that money was refunded.
  10. Check transaction history, outstanding balances and any overdue flag. Resolve disagreements through the Disputes tab rather than overwriting earlier records.

If you’re stuck

  • If a date is missing, record the event that triggers payment. A start date in an offer is not proof that the person actually started.
  • If you cannot record a partner payment before full client collection, ask both owners to agree the appropriate payment schedule first.
  • Amounts use the original placement currency. Do not enter a converted amount or include separately invoiced tax in a fee-basis transaction.
  • Duplicate transaction references and overpayments are rejected. An agreed schedule cannot be overwritten; open a dispute if it needs correction.
  • An open dispute pauses settlement entries. Milestones and dispute evidence can still be added.
Respond to a shared-job dispute

Let both agencies put their explanation and evidence on the record.

Before you start

  • An agency owner must submit a dispute or response.
  • Gather relevant agreement, introduction, invoice or payment references without unnecessary candidate personal information.

Step by step

  1. Open Payments & terms → Agreements, find the role and choose Open dispute.
  2. Choose the issue category, describe the problem and evidence references, then choose Open dispute.
  3. Open Payments & terms → Disputes. The other agency owner opens the same case and chooses Add response / evidence.
  4. Enter the response and supporting references, then choose Add response. Both agencies can read the original issue and dated responses.
  5. TAP reviews the case and records an outcome and explanation. Read the result in Disputes; do not treat an administrative record as a court or arbitration decision.
  6. If a refund or fee reduction is agreed, return to the placement ledger and request/approve a credit. Record actual external refunds separately.

If you’re stuck

  • You cannot respond to another agency’s unrelated case. Check the selected workplace and agreement.
  • Resolved cases do not accept further responses. Contact TAP if new evidence requires another review.
  • While open, disputes pause introductions, offers and settlement on the agreement. Do not create a duplicate role to bypass the review.