AI interview platform licensing for agencies and clients
Oct 26, 2026 · 6 min read
An agency that runs AI-moderated interviews for its clients usually has four licensing options: one agency account used for every client, a separate account or workspace per client, a reseller or white-label agreement, or the client buying the licence and adding the agency as users. Which one fits depends on how many clients you serve, who owns the candidate data, and whether the client needs to see the platform at all.
What licensing options exist for agencies using AI-moderated interview platforms on client projects?
| Model | Who holds the licence | Fits best when |
|---|---|---|
| One agency account for all clients | The agency | You run many small mandates and want one bill and one login |
| One account or workspace per client | The agency, once per client | A client asks for its data to be kept fully apart |
| Reseller or white-label agreement | The agency, under a partner contract | You sell AI screening as your own service, under your own brand |
| Client-owned licence | The client | A large client already uses a platform and adds your recruiters as users |
One agency account for every client
The agency is the customer and runs roles for any employer inside one account. This is the simplest option and usually the cheapest, because cost follows the interviews you run rather than the number of clients. Check that the terms allow use on behalf of third parties, since some subscriptions are written for a company's own hiring only. Also check that roles for different clients stay separate inside the account, so one client never sees another client's candidates.
A separate account or workspace per client
Some vendors require a contract or workspace for each client, and some clients ask for it so their candidate data sits on its own. This keeps data apart cleanly, but cost grows with every client you add, and minimum commitments can apply to each workspace. It suits an agency with a few large retained clients more than one with many small ones.
Reseller and white-label agreements
Under a reseller or white-label agreement, the agency buys capacity at a partner rate and sells AI screening to clients as part of its own service, often with its own logo on the candidate invite and the report. These agreements usually come with volume commitments and are negotiated, not listed on a pricing page. Ask who supports the candidate when something goes wrong, and whose name appears in the privacy notice.
The client buys the licence
Large employers sometimes already pay for a platform and add agency recruiters as users or seats. The agency carries no software cost, but it works inside the client's setup, cannot reuse its own question sets elsewhere, and loses access when the engagement ends. Agree in writing what happens to the interviews your team ran once the contract stops.
How does pricing change as an agency adds clients?
Per-seat pricing grows with every recruiter on the desk, whatever each client is hiring. Per-workspace pricing grows with every client. Usage pricing, by interview or by minute, grows only with the volume you actually run, which fits the uneven way agency work comes in. For sourced vendor prices, read what AI interview software costs and the hidden costs of AI interview software.
Who owns the candidate data on a client project?
This is a contract question, not a software setting. In most setups the agency or the client is the data controller and the platform is a processor acting on their instructions. Decide with each client who is responsible for the candidate notice and consent, how long recordings and transcripts are kept, and who can ask for them to be deleted. Rules on automated tools in hiring differ by country and region, so ask your legal advisor before you use one on a client project.
Questions to ask a vendor before you sign
- Do your terms allow an agency to run interviews on behalf of its clients?
- Can roles for different clients be kept separate inside one account?
- Can we share a report or a clip with a client who has no login or seat?
- Is pricing per seat, per client workspace, or per interview?
- Is there a minimum commitment, and does it apply to each client?
- Can our agency brand, rather than yours, appear to candidates?
- Who owns the recordings and transcripts, and what happens to them when a client contract ends?
- Where is candidate data stored, and do you sign a data processing agreement?
How AIIA licenses agencies
AIIA licenses the agency as the customer. One account runs roles for any number of clients, seats are included rather than charged one by one, and everyone on the account shares the same monthly interview credits. A hiring manager can watch a shared clip through a public link without an AIIA login, and the report downloads as a PDF you can send on. See the pricing page for current plans, or start on the free plan with no card.