Offers

This article is for members of a Hiring team, Recruiters, and Admins.

Users can upload filled out offer letters, send them for approval, and email them to candidates directly in Hire. System Admins can control offer permissions, which determines which users can edit and/or see offers. All current and historical offer uploads, as well as approval status, will be stored on the candidate’s profile page.

We highly recommend reading the Approvals overview article before turning on job req and offer approvals for your entire company.

Upload an offer

You can upload and keep track of Draft and Signed offers for candidates directly from the candidate’s profile page. Any offer in .pdf, .doc, .docx, .rtf, or .txt formats is supported. The Offers tab is restricted to Admins, Recruiters, and Offer Approvers by default. Based on your system permissions, you’ll either have "see" or "edit" offer privileges. You’ll only be able to upload and edit offers if you have edit privileges. Learn more about offer permissions here.

  1. Sign in to Hire.
  2. Select Candidates.
  3. Select a candidate for your candidate's list.
  4. Select Offer.
  5. Select Upload offer.
  6. Choose a file to upload or select one from your Google Drive.
  7. Select Done. 
Note: If you upload a draft letter when there is already a letter with a "Pending approval" status, all pending approval requests will be canceled, but they will be saved as "Previous offers" in the offer status card on the candidate's page.  

Request approval

Follow these steps if offer approvals are turned on. 

If your Admin has turned on offer approvals, you can request approvers and send your offer letter for approval. Offer letters can only be approved overall if all approvers in every round give their approval. You can choose any users to be approvers, except yourself. An offer approval request can have one or multiple approval rounds with one or multiple approvers per round. Each approver is required to give approval before an approval moves to the next step.

  1. After you upload your offer (see steps above), select Request approval.
    1. You can also select Request approval from the actions menu More on an offer in "Draft" status.
  2. On the next page, enter in an approver's name. You can choose any users to be approvers, and can add up to 20 approvers in a single round.
  3. (Optional) Select Add Add round to add approvers for a second round of approvals. You can add up to 20 additional rounds.
  4. (Optional) Add a reason why the offer should be sent to the candidate for approvers to read.
  5. Select Request.

Additional approvers can be added to the current round or any future round of an approval in "Pending" status by selecting the actions menu More and then selecting Add approver.

Users who are chosen as approvers will gain partial access* to the candidate, which will allow them to see basic details of the candidate, see and add feedback and comments, as well as give them access to the offer and approval details. 

Email offer letter to candidates

Once there is a draft offer letter in the offer tab of a candidate’s application page, users with edit privileges can email the offer to candidates. If approvals are enabled, all approvers will need to give their approval before the offer can be sent to candidates. Users can send an offer letter to candidates multiple times if necessary. There are a few ways you can do this.

Email the offer from the actions menu More

  1. Sign in to Hire.
  2. Select Candidates.
  3. Select a candidate from your candidate's list.
  4. Select Offer.
  5. Select the the actions menu More on the offer status card.
  6. Select Email offer.
  7. On the Email candidate dialog, select an offer email template.
  8. Make any necessary changes to the subject line and body, or add cc/bcc.
  9. The checkbox next to "Attach offer letter" will be checked by default. You can decide whether to uncheck it.
  10. (Optional) You can also select "Continue in Gmail" to finish the email in Gmail.
  11. Select Send.

Email the offer from the candidate's profile

  1. Sign in to Hire.
  2. Select Candidates.
  3. Select a candidate from your candidate’s list.
  4. On the candidate’s application page, select Email.
  5. On the email candidate dialog, select an offer email template.
  6. Make any necessary changes to the subject line and body, or Add cc/bcc.
  7. The checkbox next to “Attach offer letter” will be checked by default. You can decide whether to remove it.
  8. (Optional) You can also select ‘Continue in Gmail’ to finish the email in Gmail.
  9. Select Send.

Upload signed offer

You can upload a signed offer letter after you have uploaded a draft. If approvals are enabled, you can upload a signed offer letter once all approvers give their approval on the draft. The letter's status will be "Signed" when it is uploaded. You cannot request approval for signed offer letters.

  1. Sign in to Hire.
  2. Select Candidates.
  3. Select a candidate from your candidate's list.
  4. Select Offer.
  5. Select the actions menu More on the offer status card.
  6. Choose a file to upload or select one from your Google Drive.
  7. Select Done.

Additional actions you can take

Cancel approval request

You can cancel an approval request that is in "Pending approval" status. Approvers cannot be removed or swapped from a pending approval request. If you want to remove an approver, you must cancel the pending request and create a new request with the changes. If you already received approval from some approvers before deciding to swap out an approver, you may choose to leave them out of your new approval request.

  1. Sign in to Hire.
  2. Select Candidates.
  3. Select a candidate from your candidate's list.
  4. Select Offer.
  5. Select the actions menu More on the offer status card.
  6. Select Cancel request.
Note: Admins can also remove an approver by taking away their access permissions to the candidate. By removing a user's access to the candidate, they won't be able to see the candidate, leave feedback or comments, as well as approve any offers for the candidate.

Replace offer

If you made a mistake on the candidate's offer, or created a new letter based on feedback from your approvers, you can re-upload and replace the offer letter on the candidate's page. If you want to replace an offer that has an associated letter in '"Signed" status, the new offer will replace both letters and will be uploaded as "Draft".
  1. Sign in to Hire.
  2. Select Candidates.
  3. Select a candidate from your candidate's list.
  4. Select Offer. 
  5. Select the actions menu More on the offer status card.
  6. Select Replace offer.
    1. Select Replace signed letter if you want to only replace the signed offer letter, not the draft.
Note: If you decide to replace an offer letter that has already been approved, re-approval will be needed before it can be sent to candidates.

 

Related articles

Approvals overview

Turn on and turn off approvals

Configurable offer permissions

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