Working with Offer Clauses

Objective

After completing this lesson, you will be able to create Offer Clauses to customize offer templates and generate accurate offers.

Offer Clause Management

Clause management in SmartRecruiters' Offer letters provides the primary benefit of standardizing offer documentation while maintaining necessary flexibility. Instead of creating each offer from scratch, recruiters can use a centralized library of pre-approved legal and business clauses (e.g., standard compensation terms, non-disclosure agreements, relocation packages).

This ensures that every offer letter is legally compliant and consistent with company policy, mitigating risk. At the same time, recruiters can dynamically insert or swap out variable clauses based on the job, candidate type, or location (e.g., a severance clause for an executive role versus a standard clause for an entry-level position). This combination of standardization and composability dramatically accelerates the offer creation process and allows the hiring team to focus on content accuracy rather than legal phrasing.

Create an Offer Clause

Create the clauses in Microsoft Word or OpenDocument Text (ODT) format. Make sure they use the same formatting and styles as your existing offer templates. Clauses can also include merge fields if needed.

Steps

  1. Navigate to Settings.

  2. Select Offer Templates within the Template section.

  3. Choose the Clause List tab.

  4. Select Create New.

  5. Add a title, description, and clause ID label.

    The SmartRecruiters New clause page displays title, description, ID variable fields, code snippet editor, Cancel, Save.

  6. Add a trigger question that asks the user whether this clause should be included in the offer. The user’s answer determines if the clause is added automatically.

    For example, if the trigger question is Is this candidate receiving a signing bonus? and the user selects Yes, the signing bonus clause will be inserted into the offer template automatically.

  7. Select Add Value to create response options for the trigger question. These options allow the user to choose which clause is inserted into the offer. If there are multiple versions of a clause, you can add multiple values, each linked to a different clause.

  8. Select no clause value if you do not want the clause to appear at all in the document.

    The signing bonus trigger question, no-clause toggle, options: Yes—Executive Signing Bonus, Yes—Standard, with download/delete, Add Value are displayed.

  9. Select Save.

  10. Copy the Code Snippet to add to the offer template where the clause should be inserted.

    Code Snippet
    123
    <<cs_{Clause_SigningBonusExecutive!=null)>>
 <<refLookup:Clause_SigningBonusExecutive>>
 <<es_>>

Add an Offer Clause to an Offer Template

Once the offer clause is created, it must be added to the appropriate offer template.

Steps

  1. Open the offer template where you want to add the clause.

    You can open a local file (e.g., a Word document).

  2. Insert the code snippet for the clause into the correct location in the offer template.

  3. Save the updated template.

  4. Upload the offer template to SmartRecruiters.

Use Offer Clauses When Creating an Offer (End User)

Steps

  1. Select an offer template as part of the standard offer creation process.

  2. If the template includes clauses, answer the questions in the Make clause selections section.

  3. After answering the questions, the system loads the Offer details section, including:

    • Merge fields
    • Offer approval fields

  4. Complete the required fields and continue to finalize the offer.

    Best Practice

    SmartRecruiters allows a maximum of 20 clause values per offer letter. If you need more than 20 values (for example, 30), split them across two separate clauses.

    For example, place 15 clause values in the first clause (plus a No clause value option) and the remaining 15 clause values in a second clause (also with a No clause value option).

    In the offer template, insert both code snippets. When creating an offer, select the appropriate clause value for one clause and select No clause value for the other. This ensures only the correct clause is applied.

    Watch the video below for more details about creating offer letters and clauses.

    This video is for demonstration purposes. Any references made in this video to previous or later videos in this course (including titles, numbers, links, or sequence) may differ from the current course structure. Additionally, some functionalities shown may have evolved over time due to ongoing enhancements or business decisions.

Summary

  • Offer clause management provides a centralized library of pre-approved legal and business terms, allowing recruiters to standardize documentation while maintaining the flexibility to customize offers for specific roles or locations.
  • The system uses trigger questions to determine which clauses are included; when a user selects a specific response value or Yes, the corresponding clause is automatically inserted into the offer template.
  • To integrate these dynamic elements, admins must copy a unique code snippet from the clause configuration and paste it into the appropriate location within a Microsoft Word or ODT offer template before uploading it to the system.
  • For complex requirements, the system supports up to 20 values per clause; if more are needed, best practice suggests splitting them across multiple clauses and using the No clause value option to ensure only the relevant content is displayed.

Learning

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