# Setting Up Associated Brands & Multi-Brand Hiring ## Overview SmoothHiring's **Multi-Brand** feature allows organizations that operate under multiple brands, divisions, or subsidiaries to manage all of their hiring from a single account. Instead of maintaining separate accounts for each brand, you can create **Associated Brands** that share core infrastructure while maintaining their own distinct identity, job postings, and candidate pools. This is ideal for: - **Franchise organizations** with multiple locations or brands - **Holding companies** managing several subsidiaries - **Companies with distinct product lines** that hire independently - **Staffing agencies** managing recruitment for multiple clients - **Organizations undergoing mergers** that need unified hiring infrastructure --- ## Key Concepts ### Primary Brand Your **Primary Brand** is the main organization account. It serves as the parent entity and has full administrative control over all associated brands. The primary brand: - Owns the subscription and billing relationship - Can create and manage associated brands - Has access to cross-brand reporting - Controls which features are available to associated brands ### Associated Brands An **Associated Brand** is a child entity that operates semi-independently under the primary brand. Each associated brand has: - Its own company name and branding - Its own job postings and careers page - Its own candidate pipeline - Its own team members (with optional cross-brand access) - Shared subscription resources from the primary brand --- ## Creating an Associated Brand ### Steps to Create a New Brand 1. Navigate to **Settings → Account Settings → Associated Brands** 2. Click **Add New Brand** 3. Fill in the brand details: - **Brand Name** — The name of the subsidiary or division - **Brand Logo** — Upload a distinct logo for this brand - **Brand Description** — A brief description of the brand - **Industry** — The industry this brand operates in - **Location** — Primary location for this brand 4. Configure initial settings (these can be changed later) 5. Click **Create Brand** ### Brand Configuration Each associated brand can be configured with: - **Branding** — Logo, colors, and visual identity - **Contact Information** — Address, phone, website - **Careers Page** — Independent careers page with brand-specific styling - **Email Templates** — Customized communication templates - **Assessment Settings** — Brand-specific assessment configurations --- ## Switching Between Brands Once you have multiple brands set up, you can easily switch between them to manage hiring for each brand independently. ### How to Switch 1. Look at the **company section** in the left navigation sidebar 2. Click on the **current brand name** or the brand switcher icon 3. A dropdown will appear showing all brands you have access to 4. Select the brand you want to switch to 5. The interface will reload with that brand's context ### What Changes When You Switch When you switch brands, the following change to reflect the selected brand: - Job postings shown are for the selected brand - Candidate pipeline shows applicants for that brand - Settings reflect that brand's configuration - Communications are sent from that brand's identity - The logo and branding in the interface update ### What Stays the Same - Your user account and login credentials - Your personal notification preferences - Cross-brand reports (if you have access) - Subscription and billing information (primary brand only) --- ## Data Sharing & Separation Understanding how data is shared and separated across brands is critical for organizations that value data governance. ### Separated Data (Brand-Specific) The following data is kept completely separate between brands: | Data Type | Separation | |-----------|------------| | Job Postings | Each brand has its own jobs | | Candidates/Applicants | Applications are brand-specific | | Careers Page | Each brand has its own page | | Email Templates | Brand-specific templates | | Interviews | Scheduled per brand | | Offer Letters | Branded per organization | | Assessment Results | Tied to brand-specific applications | ### Shared Data Some data is shared across all brands under the primary account: | Data Type | Sharing | |-----------|----------| | Subscription/Billing | Managed at primary brand level | | User Accounts | Users can have access across brands | | Assessment Library | Core assessments available to all brands | | Integration Settings | Some integrations are account-wide | | Feature Limits | Shared pool across brands | ### Candidate Data Considerations - A candidate who applies to multiple brands will have **separate application records** for each brand - Their core profile data (resume, contact info) may be shared if they use the same email - Assessment results are specific to each application - Hiring managers from one brand **cannot** see another brand's applicant notes unless given cross-brand access --- ## Role Permissions Across Brands SmoothHiring provides granular control over who can access which brands and what they can do within each. ### Permission Levels | Role | Scope | Capabilities | |------|-------|--------------| | **Account Owner** | All brands | Full control over all brands, billing, and settings | | **Brand Admin** | Assigned brands | Full control within their assigned brands | | **Hiring Manager** | Assigned brands | Manage jobs and candidates within assigned brands | | **Recruiter** | Assigned brands | Source and manage candidates within assigned brands | | **Viewer** | Assigned brands | Read-only access to assigned brands | ### Assigning Brand Access 1. Navigate to **Settings → Account Settings → Team** 2. Select the team member you want to configure 3. Under **Brand Access**, check the brands they should have access to 4. Set their role level for each brand (they can have different roles per brand) 5. Save changes ### Cross-Brand Access Scenarios - **Centralized HR Team** — Give them Admin access to all brands so they can manage hiring across the organization - **Divisional Managers** — Give them Hiring Manager access only to their specific brand - **Executive Leadership** — Give them Viewer access across all brands for oversight - **Recruiters** — Can be assigned to one or multiple brands depending on their responsibilities --- ## Multi-Brand Careers Pages Each associated brand can have its own dedicated careers page with independent branding. ### Brand-Specific Career Pages - Each brand can use the Careers Page Builder independently - Brand logos, colors, and imagery are specific to each brand - Job listings on each careers page only show that brand's open positions - Application forms can be customized per brand ### Unified Careers Page Alternatively, you can create a unified careers page that: - Shows jobs from all brands (or selected brands) - Allows candidates to filter by brand/division - Maintains consistent parent company branding --- ## Reporting Across Brands Users with cross-brand access can view consolidated reports: - **Hiring Pipeline** — See pipeline health across all brands - **Time to Hire** — Compare hiring velocity between brands - **Source Effectiveness** — Understand which channels work for which brands - **Assessment Analytics** — Cross-brand assessment completion and scores --- ## Managing Subscription Resources Multi-brand accounts share subscription resources from the primary brand's plan: - **Job Posting Limits** — Shared across all brands - **Assessment Credits** — Pooled and available to all brands - **User Seats** — Users who access multiple brands still only use one seat - **Storage** — Shared across the account Monitor usage in **Settings → Subscription → Feature Usage** to ensure resources are distributed appropriately. --- ## Best Practices 1. **Plan your brand structure** before creating brands — restructuring later is more complex 2. **Use consistent naming** conventions across brands for easier management 3. **Assign the minimum necessary access** — not everyone needs to see all brands 4. **Centralize administrative functions** — billing, integrations, and templates at the primary brand level 5. **Train brand admins** on their responsibilities and the scope of their access 6. **Review access regularly** — especially when team members change roles --- ## Frequently Asked Questions **Q: Is there a limit to how many associated brands I can create?** A: The number of brands available depends on your subscription plan. Contact support if you need additional brands. **Q: Can I transfer a brand to become its own independent account?** A: Yes, brands can be separated into independent accounts. Contact support to arrange this. **Q: Do candidates know about the multi-brand relationship?** A: No. From a candidate's perspective, each brand appears as an independent employer. **Q: Can I merge two brands into one?** A: Brand merging requires support assistance to properly consolidate data. **Q: How does billing work with multiple brands?** A: All billing is managed through the primary brand. Associated brands do not have separate billing.