Generating Online Offers

Objective

After completing this lesson, you will be able to generate online offers.

Online Offer Configuration

In addition to verbal and email offers, offers can also be extended online.

Online Offer

Online Offer is highlighted. Through the online portal candidates can log in to accept, decline, or ask questions.

These offer letters are sent to a secure online portal and candidates can log in and accept or decline, or ask a question.

To configure an online offer, navigate to Admin Center→Manage Recruiting→Manage Recruiting Settings→Offer Letter. The following options are available:

  • Select the Allow candidates to accept offers online option by selecting the relevant checkbox.

  • Optional: Select the Allow candidates to email job requisition operator checkbox.

Select the required checkboxes to configure the online offer.

Online Offer Generation

To access the online offer email template, navigate to Admin Center→Manage Recruiting Email Templates.

Online Offer Email Template

  • Create a new template and include the following token: [[CANDIDATE_OFFER_URL]]

  • This email is sent to the candidate to provide them with a link to accept the offer in a secure online portal.

  • Specifically, the link takes candidate directly to My Offers in their Career portal.

Online offer email template is displayed.

Offer Letter: Cc and Bcc

You can add additional email addresses in the Cc: and Bcc: text boxes in online email templates. This functionality must first be enabled in Admin Center→Recruiting Email Templates. Refer to the Recruiting Email Templates section in Module 5 for more information on this topic.

Add more email addresses in the Cc: and Bcc: fields.

Online Offer Option

  • Once the Offer has been approved, you may send it to the candidate.

  • Choose your standard offer letter template for the offer letter and then send to the Next Step.

  • Use the Online Offer option and select the email template created for this feature, which has the following token: [[CANDIDATE_OFFER_URL]].

Select the online offer option and choose the email template.

Online Offer: Next Button

  • To submit the offer, click Next.

Note

To send an online offer, you must first have created a Recruiting email template to which you attach the online offer.

Online Offer Cancellation

Once the offer has been generated, it is possible to cancel the offer.

Online Offer: Cancel

Select Cancel Offer button to cancel the offer.

Edit Email Trigger

Relevant email triggers can be set up and sent to specified recipients.

Set up relevant email triggers for specified recipients.

Online Offer Candidate View

Any online offer is accessible through the account of the candidate.

Candidate needs to select My Offers tab to view details of the offer, accept it, decline it, or email the recruiter.

The candidate can view details of the offer, accept it, decline it, or email the recruiter.

Candidate view for the online offer is displayed.

Online Offer Notification Emails

There are a variety of email triggers available to facilitate the online offer process.

The variety of email triggers available is displayed to facilitate the online offer process.

Note

The setup of email triggers is covered in another unit.

Online Offer With an eSignature

It is possible to send an online offer that requires an eSignature. To leverage the eSignature functionality, you need to have a DocuSign account or contract established.

Online Offer with eSignature

  • A direct link to the offer letter can be included in the email. The token is [[CANDIDATE_OFFER_URL]].

  • Recruiters are warned if they try to create an online offer letter for a candidate who already has one for another job at the company.

    Recruiters can send an online offer requiring an eSignature.

Candidate Online Offer With an eSignature

The candidate receives an email from the DocuSign system requesting an eSignature.

Email from DocuSign

The candidate receives an email requesting their eSignature from DocuSign.

My Offers Tab

  • Once the candidate successfully signs into the Careers site, they are brought directly to the My Offers tab to that specific online offer.

    My Offers page is displayed.

Accept and eSign

When the candidate views their online offer, they can see an option to Accept & eSign with an eSignature. They also have options to Decline Offer or Email Recruiter.

Upon clicking Accept & eSign the DocuSign dialog box is launched.

The candidate is then shown a disclosure statement (configurable by the client within DocuSign administration).

The candidate can select three options as follows:

  • Review Document

    • Candidate can choose to review the document and sign

  • Decline

    • Updates eSignature status to "Declined by Candidate"

  • Finish Later

    • Candidate can return to the My Offers tab and initiate the eSignature process at a later date, if they choose to do so.

      The candidate is displayed a configurable disclosure statement in DocuSign.

Adopt your Signature

  • After choosing Review Document, the candidate is asked to choose their signature.

    Candidates select their signature after choosing to review the document.

Once candidates choose their signature, they are asked to sign and complete the document.

Candidates can view list of offers through the My Offers tab once signed in to the Career site.

In summary, the offer functionality allows for a quick and easy process to add whoever needs to approve the offer, receive approval on the offer, and then extend an offer letter to a candidate.

Approve an Offer and Send the Offer Letter

Business Example

The last steps in the offer process are to receive approval on the offer and extend the offer to the candidate. This exercise leads you through the approval process and the process of sending the offer letter.

Task 1: Demonstrate the Approval Process

Steps

  1. Log in as the recruiter.

    1. Log in to your instance as the administrator and proxy as the recruiter. Navigate to Recruiting.

  2. Open a requisition which has candidates in the Interview status.

    1. Find an approved requisition that has candidates in the Interview status. Open a candidate detail screen.

  3. Move a candidate to the Prepare Offer status.

    1. Identify a candidate and move them to the Preapare Offer status by dragging and dropping them into the status.

    Note

    If any recruiting role is not able to move candidate to selected status within the talent pipeline, review status permissions in Applicant Status Configuration

  4. Create an Offer Approval. Notice the fields that are populated on the requisition or application are pre-populated on the offer approval. Enter values for the remaining fields.

    Note

    If values are not entered, tokens used on the offer letter will populate with the token key instead of the respective values.

    1. Open the candidate details.

    2. Navigate to Take Action → Offer→ Offer Approval

    3. From Select Offer Template field select one of the templates

    4. Select the template from the dropdown menu to display the fields configured in the previous exercise.

    5. Notice the fields that are populated on the requisition or application are pre-populated on the Offer Approval. Enter values for the remaining fields.

  5. Notice the users that have been pre-populated based on the approval workflow in the Offer XML.

    1. Scroll down the Approvers area of the screen.

  6. Add at least one additional ad-hoc approver.

  7. Move the ad-hoc approver into the second approver position.

    1. Using the up and down arrows that appear to the right of the name of the approvers, move the ad-hoc approver into the second approver position.

  8. Save the Offer Details and Send for approval.

  9. Complete the approval process, logging in as each approver. Practice adding a comment and rejecting the offer by the first approver. Edit the offer until it is acceptable to all approvers.

    1. Proxy as the first approver and approve the offer. You can select this from the To-Do list on the home page.

    2. Practice adding a comment and rejecting the offer by the first approver.

      This sends the offer approval back to the initiator (the recruiter).

    3. Proxy in as the recruiter, edit the offer, and send the updated version for approval.

    4. Repeat until the offer is acceptable to all approvers.

    5. Proxy as the recruiter and go to Offer Approvals from the Recruiting page.

  10. Review the completed offer approval as the recruiter.

Task 2: Send an Offer Letter to a Candidate

Steps

  1. Log in as the recruiter and generate an offer letter for the candidate in the previous steps.

    1. As the recruiter, go to the candidate for whom an offer was approved.

    2. Move candidate to Offer Ready - Extend to Candidate

    3. Open the candidate details and find the Offer button again.

    4. Choose Offer Letter.

    5. Select the template from the dropdown menu in the Templatefield.

  2. To verify all token fields are populated, click Next Step (or Preview).

    1. To see the tokens populated with information from the requisition, application, candidate profile, or offer details, select Preview.

  3. Send the offer letter to the candidate as text in an email.

    Hint

    It is best practice to email the offer letter as a PDF attachment, but we have not yet created a separate recruiting email template to supplement an attached offer letter.

  4. As the candidate, review the offer letter.

    1. Check your email inbox for the email just sent with the offer. Review the letter.

  5. As the recruiter, open the candidate’s summary page and review the Offer Letter portlet.

    1. Return to the instance and return to the candidate’s details. Scroll down and find the Offer Letter portlet. Notice the letter you just sent is listed.

    The offer process is complete!

Task 3: Optional: Configure the Online Offer Feature

Steps

  1. Navigate to Admin Center→Manage Recruiting Email Templates→Create New Template.

    • Template Name: Create a name of your choosing

    • Subject: Your Offer of Employment

    • Status: Enabled

    • Body: Use the content provided in the box below and insert tokens in place of the bold text:

    Dear Candidate,

    We are excited to extend an offer of employment to you for the position of Job Title. Please login to your Company Career Portal to view and accept the offer, by clicking the link below. In the meantime, if you have any questions or concerns, please fill free to reach out to me directly.

    [[CANDIDATE_OFFER_URL]]

    Congratulations!

    Recruiter

    Recruiter, Best Run

    1. Create a new email template by selecting Create New Template.

    2. Use the information provided in the exercise to configure the online offer.

      Note

      Use tokens for the fields in bold. To add a token and display the list of available tokens, use the Insert Job Requisition Field button on the toolbar (to the right of the Source button). Find the appropriate token, select the radio button, and choose OK.

  2. To create the email template, click Save Changes.

Task 4: Optional: Generate an Online Offer for a Candidate

Steps

  1. Log in or proxy as the recruiter.

    1. Log in as the administrator and proxy as the recruiter. Navigate to Recruiting and find a requisition with candidates.

    2. View the Candidate Summary page for that requisition.

  2. Move a candidate that is linked to your email address to the Offer status.

    1. Select a candidate and drag and drop it to the Offer status.

  3. From the Take Action menu, select Offer Letter.

  4. Select an appropriate template from the available offer letter templates list.

  5. Review the text and press Next Steps.

  6. Confirm that all tokens have populated properly. Select Online Offer.

  7. Select Online Offer - US Job. Make sure that this template contains tokens to the candidate online offer. Press Next.

    Note

    If you are not able to select any template, review the permissions in Manage Permissions Roles→ R\Role → Recruiting Email Templates and select Select All

  8. Review the available text. Make sure that all tokens have properly populated and press Send.

Task 5: Optional: Sign in as a Candidate and Accept the Offer.

Steps

  1. Find the email sent to the candidate and click the View/Accept Offer... link.

    1. Check your email inbox and find the email sent to the candidate.

    2. Select the View/Accept Offer... link.

  2. Sign in to the Careers portal as the candidate with the appropriate credentials and select My Offers from the Careers menu.

    This tab only appears when an offer has been sent.My Offers tab highlighted.

  3. Explore My Offers:

    • Email Recruiter: this email is the operator you chose in Admin Center under Manage Recruiting Settings.

    • Decline Offer: this allows the candidate to leave a comment (required) as to why they are declining.

    • Notice the status of the offer is pending. At the bottom of the page, you will find that the Offer History also states it is pending.

    • Accept the offer!

Summary

  • Follow the process for online offer configuration.
  • Enable and use online offers with eSignature (DocuSign), allowing candidates to review and accept offers securely.
  • Review options for reassigning offer approvals, setting up email triggers, and monitoring the full offer lifecycle for compliance and efficiency.

Learning

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