The user can see an option to ‘Create an offer document’ for a candidate once the candidate’s status has been updated to ‘Offered’. The process is outlined below:
Choose Template: The user is required to select a template from the drop-down of listed templates. On selecting the template, a preview of the template is displayed. Any changes to be made to the templates must be done from the ‘Templates’ section under ‘Settings’.
Fill Details: This form allows the user to enter values for the various placeholders defined while adding the template to the platform. The user can also mark placeholders optional on the offer letter templates, thereby generating offer letters with only those fields that are pertinent to the job/candidate.
Preview Document: This section shows a preview of the offer document with all the fields filled in. At this stage, the user can go back to the previous page and change any values in the variable fields. However, if the document does not need any changes to be made, the user can choose ‘Generate Document’ at this stage. This takes the user to ‘Request for Approvals’ section. The user can also choose to ‘Download a Copy’ or ‘Print to PDF’
Approvals: This section allows the user to request approvals, should there be a need to get the offer document approved before sending it out to the candidate.
a.Request for Approvals: If the offer letter does not require approval, the user selects ‘Skip Approval’ and proceeds to generate the offer document. However, if the offer needs approval, the user selects ‘I need an approval’ in this section. Selecting this opens up the next two sub-sections – Reviewers and Additional Files to Review.
b.Reviewers: This section allows the user to add the name and the order of the reviewers who will review and approve the offer document.
c.Additional Files to Review: This section allows the user to add any additional or supporting documents for the reviewer(s) to review.
After filling up the sections under Approval, the user selects ‘Send for Approval’. This sends the offer document(s) to the first person in the approval chain. Once the first person approves the offer document, it goes to the next person specified in the approvers' list.
Upload signed document: The offer document thus generated once signed by the signing authority representing the organization can be uploaded to the platform from this section.
The uploaded document will reflect in the ‘Offer’ Tab on the candidate profile.
Here is an example below along with the screenshots.
Once the candidate clears the interview rounds and the organisation decides to offer the candidate the job, an offer letter document has to be sent to the candidate.
To do that the recruiter will have to go to the candidate’s profile and change the status of the candidate’s application to “Offered”.
Upon changing the status of the application to Offered, under the status “create an offer document” will be highlighted in blue in colour.
The same option will show up when the recruiter clicks on the offer tab as well as on the candidate’s profile.
Clicking on the “create an offer document” option will take the recruiter to the offer document creation page where the recruiter will have to choose an offer template, fill in the details of the offer template, preview the template to make sure every detail inserted is correct, send the offer document for approval by a reviewer or skip it.
There is also an option for the recruiter to upload a signed document once the document is generated.
The recruiter can go to the candidate's profile page, download the offer document created and sign it and upload the signed document and then send it to the candidate.
