Job Profile: Offer Letter List

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Create and manage applicant offer letters

Offer Letter List Page

Once an offer letter has been created for a candidate, a list of their offer letters will display in a table with the following headings:

  • Created Date: Date offer letter was originally created
  • Created By: User who created offer letter
  • Title: Offer letter title entered on the Letter page of the setup wizard
  • Status: Statuses of an offer letter are as follows: Active, Pending Approval, Accepted, and Rescinded
  • Action
    • View Email: Displays a preview of the email sent to the candidate
    • View Offer Letter: Displays a preview of the offer letter
    • View Approval Process: Displays a visual representation of the approval workflow. Once a level of the approval process has been completed, the name of the user who approved it and a date and time stamp of when it was approved (or rejected) will display. If an approval notification needs to be resent to a single approver, the user can select the name of the approver. Selecting the mail icon that displays to the right of the approval name(s) will send the notification to all approvers in that level. This is the only location where a notification can be sent to a backup approver(s)
    • View Offer Letter Response: Displays a PDF that shows the offer letter with e-signatures and comments
    • Rescind: Rescind should be used if an offer to the candidate needs to be canceled or edited after it has been sent. Once an offer letter has been sent to a candidate, it cannot be edited. It must be first rescinded and a new offer letter including the desired changes created. Only one offer letter can be active for any one candidate

New Offer Letter

The option to create a new offer letter will display if there are no existing offer letters in an active status for a particular candidate

  1. Click Manage Applicant Offer Letter Icon
  2. Click Add New Offer Letter
  3. Create offer letter wizard will open with the following pages:

Email Information

Offer letter email templates can be configured from Account Admin > Email Templates, with an email type of Offer Letter

On this page, configure the email that will be sent to the candidate with their offer letter

  • Email Template: By default, no email template is selected, allowing users to create an email from scratch. Or, select a previously created email template
  • Cc and Bcc Fields: Optional
  • From Field: Automatically defaults to the email address of the user who is creating the offer letter. This can be changed by selecting a substitute email address from the drop-down menu
  • Attach File: Optional. A limit of 5 attachments or 10MB allowed per email
  • Subject: Email subject line. Auto populated if an email template is selected
  • Email Body: Text in email. Auto populated if an email template is selected
  • Click Next to continue to the next step

Offer Letter Information

Offer letter templates can be configured from a new section within Account Admin > Offer Letter Templates

On this page, configure the offer letter that will be linked to the offer letter email

  • Offer Letter Template: By default, no template is selected, allowing users to create an offer letter from scratch. Or, select a previously created offer letter template
  • Title: Offer letter title. Displayed on the offer letter list page
  • Body: Text of offer letter. A long list of mail merge fields are available in the Mail Merge drop-down menu. Mail Merge fields will auto populate using ATS data. If the information is not tied to data in the ATS, it will be completed on the following page

Two mail merge fields exist for e-signature: Type Signature and Digital Wet Signature. Mail merge field(s) must be added to take advantage of e-signature functionality on offer letters. Type Signature is as it sounds; candidates will be required to type their name into a text box to e-sign the offer. This type of e-signature can be helpful if your offer letter requires candidates to initial places throughout the letter. Digital Wet Signature will require candidates to use their mouse or finger to e-sign the offer.

  • Click Next to continue to the next step

Additional Fields

On this page, enter data for selected mail merge fields on the previous page that is not tied to data inside the ATS

  • For example, PTO and Start Date are fields that need to have data entered on this page so the mail merge fields can be populated accordingly

If you did not add mail merge fields that require additional data to be entered, proceed to the next page

  • Click Next to continue to the next step

Email Response

On this page, enter email addresses of users who need to receive notifications of this candidate's offer letter activity. By default, the email address of the user creating the offer letter will be selected. This email address can be removed, but at least one address is required. Regardless of whether the candidate accepts or declines the offer, the users who are selected to receive notification of candidate activity will be notified accordingly

  • Click Next to continue to the next step

Approval Process

On this page, select an offer letter approval process. Offer letter approval processes can be configured by going to Admin > Offer Letter Approvals

  • Click Next to continue to the next step

Preview and Send

On this page, preview the offer letter prior to sending. The offer letter will display here in read only format, meaning mail merge fields will be populated but any e-signature fields that were added will not be editable. Changes can be made at any point of the creation process by clicking the Back button.

  • Click Send Email to complete the process

After the offer letter is sent, candidates will receive an email notification as it was configured during the offer letter creation process.

Within the body of the email, a large blue Launch Offer Letter button will automatically display. Upon selection, the candidate is navigated to their offer letter page which is accessible for 14 days from the time the offer letter was sent. After 14 days, the page will expire and a new letter will need to be created.

Accept and Decline buttons display at the bottom of every offer letter, as well as a text area for comments. If the candidate accepts the offer letter and e-signature field(s) exist in the letter, each e-signature field must be completed prior to submitting the response. If the candidate declines the offer, e-signature(s) are not required but comments must be entered prior to submitting the response.

Approval Workflow Notes

  • Once the offer letter is submitted, the first level of approver(s) will automatically receive notification that an offer letter requires their approval. Each notification will include a link that will navigate the approver to a web page with the offer letter requiring they take action
  • The offer letter will display in read only format for approvers. At the bottom of the page, approvers will have the option to Approve or Reject the offer letter. If rejected, the approver will be required to provide comments before submitting their response
  • Once the offer letter has been approved by any user within an approval process level, the offer letter will automatically move on to the next level in the approval process
  • If an email notification needs to be resent to an approver or if a backup approver needs to receive the notification, the person who created the offer letter (or admin users) can do so from the offer letter list page
  • Once the final approval has been received, the offer letter status will automatically change from ‘Pending Approval’ to ‘Active’ and will be sent to the candidate for them to take action
  • If an offer letter is rejected at some point in the approval process, a notification will be sent to the user who created the offer letter. They will have the ability to view comments provided along with the rejection on the View Approval Process modal from the offer letter list page. A new offer letter must be created, as users do not have the ability to edit an offer letter once it has been sent for approval
  • If an offer letter is rescinded at some point in the approval process, a notification will be sent to all approvers who previously approved the offer letter or approvers who have the offer letter in their queue to approve
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