Describing Offer Process

As candidates are offered jobs, the details of the job offer need to be approved by whoever is deemed the appropriate approver. These details can include all the information that will be included in the official offer, such as the first and last name of the candidate, the salary base and stock options, the offer date, the start date, etc. You will determine the fields relevant to your organization with your consultant.

The Offer Approval will then be routed to the approver(s) via the ad hoc approval process. Alternatively, you can configure a pre-defined workflow for offers and pre-populate operators from the job requisition. While only one workflow option can be associated per template, you can have multiple offer details.

Once the offer approval process is completed, you can create an Offer Letter to send to the candidate. The offer letter can be sent as an email or as an attached PDF document.

Offer Approval Versions

To improve the visibility of offers in the approval process, all versions of the Offer Approval will be visible to all approvers in the Candidate Offer Approvals tab until the job requisition is closed.

Previous versions of the offer will be displayed side-by-side for comparison. Comments will be visible to all approvers, and the approval/decline dates will be displayed next to the approvers' names.

By enabling all versions of the Offer Approval to be viewed in all steps, including comments, approvers will have access to all the data needed to approve decisions faster and reduce confusion.

The feature also allows recruiters or hiring managers to edit, decline, cancel, or create new offer versions for multiple offers when they select multiple candidates at one time.

User can filter candidates based on Offer Status (Not started, All, Draft, Pending, Completed, Canceled, and Declined) as well as Requisition Template Name (contains all active job requisition templates), Candidate Type (internal or external), or Job Title.

Offer Letters can be extended to an applicant once the offer is approved. Usually, the Offer status in the pipeline is configured for this feature. It could be a status called Offer Letter, if it requires a separate status than that defined for the Offer Approval. The appropriate (permissioned) role (usually the recruiter) may initiate the Offer Letter by selecting the option in the drop-down list. The Offer Letter can also be saved as a draft and re-edited later.

Offer letters may be sent in the following formats:

• Email as PDF attachment: Attach the Offer Letter in PDF format to email. Email can be created from scratch, or an existing email template can be used.
• Email as text: The system sends the Offer in an email format.
• Print: The system prompts the user to download the Offer Letter as a PDF, which can then be printed and sent to the Applicant.
• Verbal Offer: No action was taken by the system, but the Verbal Offer is tracked in the Offer Letter audit trail portlet.
• Online Offer: If this option is selected, the offer letter is sent to a secure online portal, and candidates can log in and accept, decline, or ask a question. This option has to be enabled by selecting Admin Center → Manage Recruiting → Manage Recruiting Settings → Offer Letter and enabling Allow candidates to accept offers online.
• eSignature: Allows permissioned Recruiting users to create and send Online Offers requesting an electronic signature from candidates within the Career Portal. A DocuSign contract is required to use this feature.