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.

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

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.

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

• 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.

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.

• To submit the offer, click Next.

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

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

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.

• 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.

  

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

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

  

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.

    

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

  

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.