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Internal guide: Setting up Hiring Hub for Jobtrain clients

Feature: Agency

User Type: Superusers

 

This guide is for Jobtrain employees supporting clients with the Hiring Hub integration. It outlines the key steps and best practices for setting up and managing the process internally.


1. Overview

 

Hiring Hub is a recruitment marketplace integrated with Jobtrain, enabling clients to access a network of specialist recruiters.

For Jobtrain clients, the benefits of using Hiring Hub include:

  • Streamlined vacancy sharing: Employers can post roles directly to Hiring Hub via our familiar ‘Post to Agency’ feature, making it quick and easy to reach multiple specialist recruiters with a single action.
  • Expert recruiter matching: Hiring Hub selects a panel of recruiters that are best suited to the requirements of each vacancy, increasing the likelihood of finding high-quality candidates efficiently.
  • Dedicated support: A Hiring Hub Account Manager coordinates the process, arranging job briefings and acting as a single point of contact. This ensures clear communication and smooth management from posting the role to candidate selection.
  • Centralised candidate management: Qualified candidates are uploaded directly into Jobtrain, allowing employers to review applications in one place without juggling multiple platforms.
  • Flexible fee structure: Clients select the success fee percentage, paying only upon successful placement. The process is transparent, with invoicing handled by Hiring Hub, including a standard transaction fee of £349.
  • Efficiency and speed: The end-to-end management by Hiring Hub accelerates the hiring process, reducing time-to-fill and freeing up internal resources.

2. Licence Addendum
  • Prior to activation, the Hiring Hub licence addendum must be signed by the client to ensure they agree to the Hiring Hub terms of payment.
  • The licence addendum template can be found in Pandadoc > Templates > Existing Clients > Licence Addendum > Licence Addendum - Hiring Hub.

3. Initial setup steps

a. Enable ‘Post to Agency’ feature

  • Confirm the client has access to the ‘Post to Agency’ feature within Jobtrain.
  • Hiring Hub should be set up as an agency in Jobtrain using the email address: jobtrain@hiring-hub.com

 

b. Vacancy posting process

  • Advise the client to select Hiring Hub as the agency when posting a new role.
  • Remind the client to specify the desired success fee percentage in the advert copy (this is required for the process to proceed efficiently), along with the salary details and job description.

 

c. Recruiter panel selection

  • Once the role is posted, Hiring Hub will select a panel of specialist recruiters matched to the vacancy.
  • No action is required from Jobtrain at this stage but be prepared to answer client queries about the selection process.

 

d. Job briefing coordination

  • Hiring Hub’s Account Manager will arrange a job briefing call with the client and selected recruiters.
  • Ensure the client is aware of this step and has provided up-to-date contact details.

 

e. Candidate management

  • Hiring Hub uploads qualified candidates directly into Jobtrain.
  • Advise clients to review and manage all applications within the Jobtrain platform.

 

f. Invoicing and fees

  • Upon successful placement, Hiring Hub invoices the client directly for the agreed success fee (based on annual salary), plus a non-refundable transaction fee of £349. Payment is required within 30 days.
  • Remind clients that all financial transactions are handled by Hiring Hub.

4. Key internal responsibilities
  • Ensure the Hiring Hub Licence Addendum is signed by the client and saved in Hubspot.
  • Ensure Hiring Hub is correctly configured as an agency option for relevant clients.
  • Provide guidance to clients on the vacancy posting workflow and success fee entry.
  • Liaise with Hiring Hub contacts if technical or process issues arise.
  • Support clients with troubleshooting and escalate to Hiring Hub or Jobtrain technical teams as needed.

 

5. Support and resources
  • For process queries, refer to the latest user guide and Hiring Hub documentation.
  • For technical issues, escalate via the standard Jobtrain support channels.

 

6. Contacts at Hiring Hub