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Offer Letter Management

Updated

Formal job offers can be extended to candidates using the standard "Manual Upload" process where the candidate will receive an offer letter link to accept or decline the offer and include a written response and/or  require the reupload of the attachment or the dynamic "Fillable Template" process where the candidate and HR can provide offer letter eSignatures and  complete the required fields in the document along with their response or decline the offer.

 

 

Offer Letter Overview

Job requirements vary in complexity from job to job. The Offer Letter process can be customized and configured to your organizational needs on a job by job basis through the job's workflow. A variety of offer documents can be uploaded into the library. When an Offer is extended to a candidate, a form can be assigned requiring the candidate to accept or decline, complete the fillable fields of the PDF, and  provide an eSignature.

 

Upload an Offer Letter PDF

Follow these steps to upload a PDF offer letter form:

  • Select Processing Elements from the menu and click Offer Letters.
  • Click +NEW and then Upload PDF form.
  • Select the file from your device and confirm.
  • The uploaded file will now be included in the Offer Letters library of Processing Elements as a read-only PDF.

Converting Offer Letter PDFs to a Fillable Form

To convert a PDF (read-only) to an interactive fillable form, the original file must be uploaded already to your Offer Letters Library. Once converted, fillable forms can require completion with E-signatures, which produces an audit trail for compliance. Each step and action taken within a particular file is documented, including the dates, times, IP address, first and last name, and email of when the file was sent, viewed, signed, and completed.

  • If the PDF is not in your Offer Letter library, follow the steps above to add a PDF document to your library before you can begin the form conversion process.
  • Once the file is in your Offer Letter Library (Processing Elements > Offer Letters), click the form Name or click the ⋮ menu for any document with a Type of "PDF (read-only" and select Edit.
  • Click Edit to update the Form Name and enter the text in the field. Include an optional description or set of instructions in the Section Intro text box, which will be displayed to the candidate.
  • Click SAVE to confirm the changes.
  • Click CONVERT to begin the process of changing the PDF (read-only) to a fillable PDF.

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  • A notification will confirm you are beginning the process to convert your PDF to a fillable form that will require completion/signature by the Applicant. Choose if the form will be signed by the New Hire only or if an HR/Admin signature will also be required and click CONVERT.

    • Selecting No will create a single eSignature form, which requires completion and/or signature by the applicant only. Converting the form will provide the option to insert automatic system-merged "Sender" fields and "Applicant" fields as placeholders for the New Hire to complete.

    • Selecting Yes will create a dual eSignature form, which requires completion and/or signatures from both the applicant and a member of the hiring team or an Admin user. Converting the form will provide the option to insert automatic system-merged "Sender" fields, "Applicant" fields as placeholders for the New Hire to complete, and "HR/Admin" fields as placeholders for the organization to complete.

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  • The system will begin preparing your file and when ready, the conversion editor will open.

  • Click Got it to begin creating your template by dragging fields field from the toolbar into the offer document.

  • Use the Signer dropdown in the upper left to designate who is responsible for completing each  field.
    • Click Sender from "Signer" dropdown menu to insert the fields which will be merged or auto-populated with system data at the time of sending the Offer Letter to candidates:
      • From the Standard fields menu click the Textbox field, drag and drop into the file. 
      • Select the merged information that will be auto-filled by using the "What text goes here?" dropdown:
        • Applicant Address (Formerly Address)
        • Applicant Email (Formerly Email)
        • Applicant Name (Formerly Name)
        • Applicant Phone (Formerly Phone)
        • Department
        • Employment Type
        • Job Title
        • Location Address
        • Location Name
        • Manager
        • Offer Expiration Date
        • Pay Frequency
        • Salary
        • Start Date
        • Today's Date (this will be the date when the offer letter is sent)
        • Travel Schedule
      • Repeat to add multiple fields merged "Sender" fields. 
    • Use the Signer dropdown in the upper left to insert "Applicant" fields.
      • Insert Signature Fields (Signature, Initials), Auto-fill Fields (Date Signed, Full Name, Email, Company, Title), and Standard Fields (Textbox, Checkbox, Dropdown, Radio Group) throughout the document using the left menu tools to drag and drop a field from from the toolbar.
        • Signature Fields: Each eSignature required by the Applicant and the HR/Admin must have it's own field. Designate who is responsible for signing in the Assigned to field.
        • Auto-fill Fields: Any selected Auto-fill Fields will be auto-populated when you send the document to a candidate.
        • Standard Fields: Inserted Standard fields (Textbox, Checkbox, Dropdown, Radio Group) will require completion as indicated in the Assigned to field.
    • For dual eSignature form(s), use the Signer dropdown in the upper left to insert "HR/Admin" fields.
      • Insert Signature Fields (Signature, Initials), Auto-fill Fields (Date Signed, Full Name, Email, Company, Title), and Standard Fields (Textbox, Checkbox, Dropdown, Radio Group) throughout the document using the left menu tools to drag and drop a field from from the toolbar.
        • Signature Fields: Each eSignature required by the Applicant and the HR/Admin will must have it's own field. Designate who is responsible for signing in the Assigned to field.
        • Auto-fill Fields: Any selected Auto-fill Fields will be auto-populated when you send the document to a candidate.
        • Standard Fields: Inserted Standard fields (Textbox, Checkbox, Dropdown, Radio Group) will require completion as indicated in the Assigned to field.
  • Click an available field, such as "Textbox," and then drag it onto the form to create a fillable field.
  • Customize the boxes using your cursor to enlarge or widen them to fit your PDF.
  • Using the right menu tools of the conversion editor, you can assign the field to the Applicant or HR/Admin Team, mark the field as required or optional, update field formatting, Field name, etc.
  • Repeat until all necessary fields are fillable. 
  • Walk through each page in your PDF Document by clicking on the page icon. (Only click "Continue" to finalize the form.)
  • Review the selected Signer roles and add an optional CC recipient. 
  • When finished converting the form, click Continue to finalize the process.
  • The system will change the type of file from PDF (read-only) to PDF (fillable) and the label will change to Conversion Completed to confirm the process was successful.
  • To save a copy of the source document click Download Original File and follow the prompts to save it to your device.

 

Initiating an Applicant Offer

Once an offer is initiated and sent to the candidate, they will receive an email with a link to accept or decline the offer, add a comment, and complete the fillable PDF fields and required signatures. Upon sending, the applicant's stage will be automatically be set to Offer.

See more about how to initiate a Job Offer.

 

Viewing Completed Offer Letters in an Applicant File

The Offer extended to the candidate will be visible by opening the "Offer" from the Processing section of an Applicant File. 

See more about the Applicant File.

 

Training Video: Offer Letter

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