Introduction

The Manual Offer Status Override feature provides Recruiters and Offer Creators with the flexibility to manage the offer lifecycle outside of the standard automated email workflow.

This feature allows users to manually transition an approved offer's status (to Extended, Accepted, or Declined). This is particularly useful for handling offers managed via external government portals, managing multi-party signature requirements offline, or maintaining a system of record when the final signature happens outside of the platform.

Key Benefits

• Workflow Flexibility: Decouples status transitions from the automated "Rollout" email, allowing for manual handling of offers.
  
• Data Integrity: Allows for the upload of final, signed documents to ensure the platform remains the single source of truth.
  
• Document Preservation: Always preserves the originally generated offer letter for audit purposes, even if a separate signed version is uploaded later.

Targeted User Personas

Recruiter, Offer Creator, TA Ops

How to Configure

1. Go to Admin Console > Talent Tracking > Settings > Offer
   
2. Turn on Enable Skip Send Offer Flow.
3. Once saved, the Change Status button will appear for offers in the Approved state.

How to Use the Feature

1. Accessing the Status Override

Once an offer has been Approved, navigate to either the Approval Center or the Offer Review Page. You will now see a new button: Change Status.

2. Manually Extending an Offer

If you have communicated the offer to a candidate via an external portal or phone call and want the system to reflect this:

• Click Change status -> Extended.
  
• The candidate's status will update to "Extended" immediately.
  
• Note: No automated email will be sent to the candidate from the platform.

3. Recording a Manual Acceptance

When a candidate returns a signed offer letter via email or an external tool:

• Click Change Offer Status To -> Candidate Accepted.
  
• If configured as mandatory, a pop-up will prompt you to Upload Signed Offer Letter.
  
• Select the file from your computer and confirm.
  
• The candidate is now marked as "Hired/Accepted," and the signed document is synced to the Offers Page and available for HRIS exports.

4. Handling Declines

If a candidate declines an offer verbally or through an external channel:

• Click Change Offer Status To -> Candidate Declined.
  
• The system will prompt for a decline reason and add an internal comment to the candidate's profile for tracking.

Frequently Asked Questions

• What happens to the original offer letter we generated?

The original letter is never deleted. It remains available for download on the Offer Review Page for comparison and auditing.

• Can I still send the automated email if I change my mind?

Yes. As long as the offer is in the "Approved" state, the standard "Send Offer Letter" button remains available alongside the manual override options.

• Where can I find the uploaded signed document?

The document is stored in the Offers tab of the candidate profile and is also accessible via the Offer API for downstream systems like Workday or Onboarding tools.