Initiating a Job Offer

Initiating an official job offer can be required for certain positions or HR workflows. Any Account Administrator or User assigned the "Applicant Tracking and Processing" permission to "Offer/Hire" can send your candidate a formal offer.

Step 1: Initiate Job Offer

• Open an Applicant File.
• Click the Make Offer Step from the Stages panel.
• Select the Offer Letter Type: "Manual Upload" or "Fillable Template" to accompany the Workflow's assigned message template.
  
  • A "Manual Upload" offer will send the candidate an email with a link to accept or decline the offer along with a written response.
  • A "Fillable Template" offer will send the candidate an email with a link to "View and Sign Offer Letter" (with fillable fields and eSignatures) that was included or decline the offer along with a written response.
• If the Offer Letter Type of Manual Upload was selected, review the offer message.
  
  • In the template, edit the line "NOTE: Add the offer details here" to include the specific job offer content that will be emailed to the candidate. Making changes to the text from this window will not alter future uses of the template for other candidates.
  • To include one or more supporting documents use the Add Attachment button.
  • When the standard offer content is complete, click SEND.
• If the Offer Letter Type of Fillable Template was selected, assign a fillable PDF Offer Document by double clicking a file name from the Offer Library list. (The list will only show converted templates with the "Type" of "PDF (fillable).")
  
  • When the offer letter is selected, a text box for each "Sender" or merge field that was added to the form at the time of conversion will be displayed. Review the value of the pre-populated fields and update as needed, enter text for empty fields, and click the GENERATE OFFER button.
    • If any changes are made to the fields after clicking the "Generate Offer" button, such as clicking on a new from from the Offer Library or updating the text in a field, the "Generate Offer" button will need to be refreshed by clicking it.
  • Once "generated" the interactive PDF document will be virtually linked to the message template. Preview the Offer Letter before sending to the applicant by clicking the Attached Offer Letter (Preview). End the preview by clicking "Close" or by using the "X".
  • Review the offer message and edit the line "NOTE: Add the offer details here" to include the specific job offer content that will be emailed to the candidate. Making changes to the text from this window will not alter future uses of the template for other candidates.
  • To include one or more supporting documents use the Add Attachment button.
  • When the offer content is complete, click SEND.

Step 2: Reviewing the Job Offer

• Once an Offer is initiated you will see:

1. 1. The Make Offer Step in the Stages panel in the Applicant's File will show as in-process with an orange checkmark and when the candidate replies with a green checkmark.
   2. Offer will now be displayed in the "Processing" section of the applicant file Details tab.
   3. The applicant will receive the prepared offer email which will be logged to the Applicant Messages, Stream, and the Offer element in the Processing section.

The applicant will receive a personalized, branded link to accept or decline the offer, include a written response and/or attachment, and if required, complete the offer letter form.

• As the offer steps are completed by the employer and applicant, they will be updated accordingly in the Offer and Stages panel of the Applicant File.
• You can include Internal Comments associated with the offer from the Offer tab by 
• clicking Add internal comment to adding text or voice.
• Attached documents can be reviewed from the Processing section of a file by clicking Offer or Attachments.

If the candidate declines your offer, you can make another offer or reject the candidate.

Step 3: Complete the Hire Process

•  If the candidate replies accepting the offer, follow the remaining steps in the process to hire the applicant. You can elect to send the applicant an email notification or not.
• If the candidate replies declining the offer, you can follow up with the candidate by sending an Applicant Message, you can send an updated Offer by repeating the steps above, or you can follow the steps to reject the applicant.

After completing the hire, you can elect to keep the Job open or manually change the Job Status to Closed by selecting “Close” from the "Job Status" drop-down.