Managing Offer Processes

Approvers who have a role in recruiting (for example, Recruiters, Hiring Managers) may also access approvals from the Offer Approvals link on the Job Requisitions list page.

Using the With Me link, you can further filter pending approvals by those awaiting approval from the logged-in user.

The approver may add comments and then either approve or decline the offer.

• Offer approvers will approve in the order by which they are listed.

• Once approved, a confirmation notice displays, and the next person in the workflow receives a notice.

The user can check the status of the approval process in one of the following ways:

• On the Home page, in the To-Do portlet

• Access details through Recruiting→Offer Approvals.

For many of the same situations that may occur with the approval of requisitions, the ability to reassign active offer approvals can be useful. An Admin Center tool, Reassign Offer Approvals, may be permissioned via RBP. The feature may only reassign a user who is currently assigned to the Offer Approval workflow step.

Example: The VP of Staffing is out of the office and the offer approval has been assigned. The VP may delegate a new user to be reassigned to the active offer approvals.

The configuration steps are as follows:

1. Reassign Offer Approvals must be permissioned via Admin Center→Manage Permission Roles→Manage Recruiting→Reassign Offer Approvals.

2. Access of the tool is found in Admin Center→Recruiting→Reassign Offer Approvals.

Offer approval reassignment can be done in Admin Center.

Automatic notifications can also be generated. Create an email template and then set up an email trigger to notify them.

If the offer was declined during the offer approval process, offer approval originators can cancel the offer before the job requisition is closed. Once the offer is cancelled during the approval process, the action also removes the corresponding To Do list item from users’ To Do list.

If the job requisition is reopened, rejected offers appear for the originator; however, if the rejected offer is explicitly cancelled, then such offers are not considered when the job requisition is reopened.

Once an offer is approved, it is time to extend the offer letter.

• Usually the Offer status in the pipeline is configured for this feature too, but it could be a status called Offer Letter, if the customer wants a separate status from the Offer Approval.

• The appropriate (permissioned) role (usually the recruiter), may initiate the Offer Letter by selecting this option in the dropdown menu.

• The offer letter is generated and data is populated from the selected template.  You may modify the letter and attach documents to be completed by the candidate.

• Once completed, click the Next Step button.

The offer letter can also be saved as a draft and re-edited at a later time.

Choose to send the offer in one or more of the following ways:

• By email (as text or as a PDF attachment)

• Verbally
• By printing a hard copy
• By sending the offer online (as shown in the figure below)

• If you select the email option, you will see the preview on the next page.

• Choose the Send button and the offer is on its way.