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HeadRace Recruiter FAQ
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HeadRace Recruiter FAQ

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Getting Started

Basic info on how to login, get paid, connect to Slack, and invite your teammates.

Login and account setup

Login for the first time

You will receive an email from no-reply@headrace.com inviting you to join HeadRace. The email will look something like this: ​
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To accept the invitation, click the link in the email, it will take you to a modal that looks like this: Create a password and click Continue ​
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The page will take a second to load, but will redirect you to the login page. It will look like this: ​
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Login using your email address and newly created password!

Editing your information (settings)

Navigate to Settings by hovering over your avatar in the bottom left and clicking Settings ​
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Settings is split into 5 sections:
General
Personal Information - your location, headshot, agency name, job title, and brief bio
Recruiting Preferences - specify the functional areas you focus on, your average placement fee, and typical cities of focus
Calendar Meeting Link - add your Calendly link(s) here to allow employers to book time with you more easily
Notifications - make changes to how you receive notifications (via email, Slack, etc.)
Payments - connect your bank account to Stripe to receive payments. See other section for detailed breakdown of how payments/Stripe works
Team - if you’re part of an agency, invite your teammates here. You’ll be able to collaborate with members of your team on any given search
Employer Invites - invite employers (clients) in your network to join you on HeadRace. These clients are your clients and are not subject to any transaction or processing fees
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Setting up payments (to receive $$$!)

Connecting your bank account to HeadRace via Stripe

This How To Guide is intended for Recruiters who have an active profile on the HeadRace platform
In order to complete the setup, you will need the following information:
Your HeadRace Recruiter login information (username & password)
Online access to your businesses bank account where you would like HeadRace to deposit funds from searches on the platform
Login credentials (username & password) for that bank account
The EIN associated with that bank account (or if you operate a single-member LLC/passthrough entity, your SSN)
You may also need a Form SS-4 Notification Letter from the IRS. Either the EIN Confirmation Letter (CP 575) or the EIN Verification Letter (147C) will work. To find an example, please click
.
If you have any questions please reach out to support@headrace.com.

Steps (note: 17 steps so it will take a few minutes!)

Sign into and click your user profile photo in the bottom left. Select “Settings”
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Navigate to the “Payments” tab.
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Press the “Connect” button to initiate the process
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Please read this entire step before entering anything!
If you already have a Stripe Account and you want to use your existing Stripe account to manage HeadRace collections (recommended for existing Stripe users), then enter the email address you use to login to Stripe. If you already have a Stripe account, see step 17.
Agency/Small Agency Recruiters: If you do not already have a Stripe account (that you know of), and a finance person at your Agency manages receivables and collections, then please contact HeadRace customer support at to coordinate Stripe account setup with your finance person.
Independent, Solo, Non-Agency Recruiters: If you do not already have a Stripe Account, enter your mobile phone number and the email you will use to manage your Stripe Account. Completing steps 5 through 16 will create a Stripe Account for you.
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If you have a public-facing website, let Stripe know what it is. If you don’t you can use your Linkedin Profile link.
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Select “Bank Account” and Select the Bank your agency uses to conduct business
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Login to your business bank account using your login credentials
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Acknowledge the disclosure from your Bank detailing what information Stripe needs access to.
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Select the correct account for your business. This is the account where you want to receive deposits from searches on the HeadRace platform.
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Input your Business Details including your EIN, Address, or other required information
Review your Details and click Submit
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Return to the “Payments” Tab and verify that the image delivers a success message of “You are connected to Stripe”
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Now that you have set up your Stripe account, log into Stripe and confirm your Tax ID information so that your payments aren’t delayed.
Stripe FAQ: How to enter your Tax ID
Log into (not the HeadRace platform)
In Stripe, navigate to the top right and hover over the "person/head" icon, click "Profile"
Scroll down to "Professional Details," click the "HeadRace Technologies, Inc." button
In the tab at right, in the "Business Details" section, click the "Pencil" icon to edit.
Either: Enter your Employer Identification Number (EIN) and click save
OR: if you do not have an LLC and are simply a sole proprietor, then enter your SSN
OR: if you are a Single Member LLC, then enter your SSN
Click "Save"
ONLY For Recruiters who already have a Stripe account, by entering the same email address you use for Stripe in Step 4 above you have successfully “connected” your HeadRace account to your previously existing Stripe account. In this case, you will most likely need to populate the bank account information AND agree to Stripe’s Terms of Service for Connected Accounts. To accomplish these steps,
Log into your account (not HeadRace)
Go to the very top left and find the drop down menu with your Stripe Account Name (it’s probably your business name)
In that drop down, Select “HeadRace Technologies, Inc.”
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d. You should now be able to click “Update Info”
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e. Go to “Payout Details” and Click the “Information Needed” link
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f. Add the bank account that you want HeadRace earnings to be paid into (must match the details of your business→if you’re set up as a business in Stripe, do not enter a personal bank account) and click “Save”
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g. Scroll down to “Professional Details” and click “Information Needed”
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h. In the “Missing service agreement” section, Click “Add”
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i. Click “Continue” to agree to Stripe’s Terms of Service
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j. You’re ready to earn money on HeadRace!

How long until I get paid?

The first payment through Stripe will take a total of approximately 9 business days to settle in your bank account. Stripe performs compliance checks that take 7 business days to complete and then another 2 business days is required to transfer funds to your bank account. After your first payment, settlement times usually follow the following timeline:
Settlement Times
0
Payment Released before 7 pm Eastern Time on:
Monday
Tuesday
Wednesday
Thursday
Friday
1
Settlement In Stripe Account (T+4)
Friday
Monday
Tuesday
Wednesday
Thursday
2
Settlement in Bank Account (Additional T+2)
Tuesday
Wednesday
Thursday
Friday
Monday
There are no rows in this table
The matrix above assumes the Employer is paying from their bank account directly through an ACH Transfer. If the Employer uses Tipalti, or another payment software that is in the flow of funds, then it will take an additional 2 business days.
HeadRace strives to provide payment transparency, however the Automated Clearing House (ACH) inherently lacks external visibility. While HeadRace sends invoices and payment reminders to Employers, it is not uncommon for an Employer to say "that's paid" and for the funds to still be in transit. While both HeadRace and an individual recruiter can contact an Employer to inquire about payment status, HeadRace’s visibility into precise settlement time is the same as the Recruiter’s (HeadRace and the Recruiter only know for certain when the money shows up—not before).
As of June 30th, 2023, HeadRace has collected 100% of outstanding receivables. While not every single dollar settles in recruiter bank accounts on the exact date it is due (because of accounts payable process and aging Automated Clearing House technology), Recruiters have gotten paid every dollar billed on the HeadRace platform. Recruiters should understand that most Employers with any level of accounts payable / treasury infrastructure pay invoices in batches and that payments are disbursed only once per week at many companies. We know it’s painful to wait, but do not be alarmed if large dollar placement fees are not settled in your bank account exactly on the due date—it regularly takes more than 7 days for invoice approval and disbursement approval and can take an additional 6 business days for settlement. While HeadRace assertively reminds Employers of outstanding balances and payment due dates, be mindful that the “act of paying” is not concentrated in one person at many companies and payments take more time to settle when paying through enterprise accounts payable software.

How does HeadRace handle payments?

All payments on the HeadRace platform are facilitated and processed through Stripe. Stripe is a global leader in payment processing.

What fees are involved with payments?

HeadRace currently absorbs all transaction fees related to processing invoices through Stripe. Recruiters using HeadRace do not pay any Stripe fees.


Connect to Slack

What is Slack?

Slack is a communication tool used by companies to manage internal and external communications. While Slack is most commonly used to facilitate instant messaging among employees within a company, Slack is more frequently being used by companies as a channel for customer success (HeadRace’s primary use case).
Slack is available for use via its web app (i.e. in your browser) or a free-to-download desktop app (*recommended). For step-by-step instructions on how to download Slack, please follow the instructions on Slack’s download page
.

Why does HeadRace use Slack?

HeadRace made the decision to use Slack for customer success communications after listening to feedback from our employer base. Nearly every company HeadRace works with uses Slack for their own business communications, so we figured it would make a lot of sense to plug HeadRace in to spaces where our customers were already spending time.
Employers on HeadRace love our Slack channels, and with integrated notifications, recruiters and employers can effectively collaborate in shared channels quickly and easily.

How does HeadRace use Slack?

HeadRace uses to power all of our customer success communications. Depending on the specific circumstances, HeadRace will create the following Slack connection channels:
HeadRace Customer Success Slack Channels
0
Slack Channel Name
# of Parties
Participants
Description
Use Cases
1
#headrace-support-{agency name}
2
Recruiter/agency HeadRace
Customer support channel between recruiter/agency + HeadRace team
General Q&A Technical support
2
#headrace-support-{employer name}
2
Employer HeadRace
Customer support channel between employer + HeadRace team
General Q&A Technical support Feedback / advice
3
#headrace-search-{employer name}-{agency name}
3
Recruiter/agency Employer HeadRace
Search-specific Slack channel where recruiters + employers can collaborate on an active search. Expect to see candidate submission notifications and get updates on candidate progress through the interview cycle.
Direct 1:1 communication w/ employer/recruiter Negotiate search terms Collaborate on day-to-day search execution Share/receive feedback on candidates
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Why should I use Slack?

As a recruiter, Slack is an incredibly powerful tool for collaboration with clients. HeadRace has built deep customer integrations with Slack that allow users to interact directly with our app from within Slack. Nearly every single employer is already using Slack and therefore we believe HeadRace-affiliated recruiter should as well.
Note: Recruiter usage of Slack is not required but very strongly recommended.

How much does Slack cost? Is it free?

To collaborate with HeadRace on Slack, recruiters will receive an invitation to join the HeadRace Community via email. As of today (2/8/23), Slack offers all users a free 90-day trial for Slack Pro. After your trial is over, to continue using Slack Pro with HeadRace, please refer to .
As of 2/8/23, it will cost recruiters $8.75/user/month for a month-to-month plan, or $7.25/user/month for an annual plan.

How to connect to Slack

You will receive an email from Slack that looks like this. Click Get Started.
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Now you will branch into 1 of 2 paths depending on if you already have a Slack account:
I already have a Slack account. Slack will prompt you to add the “HeadRace Community” Workspace to Slack. All you have to do is accept.
I do not have a Slack account. Slack will walk you through its standard sign-up flow which will involve you confirming your email address, setting a password, and logging in. Once logged in, you should be able to access the “HeadRace Community” Workspace from your browser. You’re more than welcome to continue using browser-native Slack, but we recommend downloading the free desktop app. It takes under 1 minute to complete the download and installation. See Slack’s instructions
.


Invite your agency teammates

How to invite a teammate

Login to the recruiter portal ()
Hover over your avatar in the bottom left and click Settings
Within Settings, click on Team
Click Add, then you will see a modal that looks like this: Input the information and then click Send Invite ​
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Your teammate will receive an email invitation to join you on HeadRace

What will their invite experience look like?

The email they will receive will look like this:
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They can then click the Accept Invitation button and they will enter the

How to remove a teammate

Login to
Navigate to Settings by hovering over your avatar in the bottom left and clicking Settings ​
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Click on Team ​
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Click on the 3 ellipses and click Remove ​
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Now your teammate will be removed from HeadRace



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