Introduction

The Offer Expiry Communication feature enhances the Eightfold ATS by allowing recruiters to set specific expiration dates for job offers. This functionality automates critical communications to candidates regarding their offer status, including scheduled reminders before an offer expires, notifications when an offer is extended, and alerts once an offer has expired. By managing these time-sensitive interactions directly within the platform, organizations can ensure a clear, consistent, and professional candidate experience while creating a sense of urgency to accelerate hiring decisions.

Communication Workflow Overview

The Offer Expiry Communication feature automates notifications at three critical stages of the offer lifecycle:

• Expiry Reminder: A proactive notification sent to the candidate before the offer expires. This can be triggered automatically based on a pre-configured schedule or sent manually (on-demand) by a recruiter.
  
• Offer Extension: An immediate notification sent when a recruiter extends the offer's expiration date.
  
• Offer Expired: An alert sent automatically to the candidate as soon as the offer officially expires.

Requirements

This section details specific requirements for template configuration, localization, and minor UI location corrections.

New template types are mandatory for proper system function and localization support:

• Required Template Types: The following new template types must be created on the communication templates page:
  
  1. WhatsApp templates for: Offer Extension, Reminder, and Offer Expired status.
     
  2. Email and SMS templates for: Offer Expired status.

Note: Email and SMS template support is available only for Offer Expired. For Offer Extension and Reminder, the messages are hardcoded with updated subject lines.

• Fallback Messaging: If these new templates are not created while triggering an extension or reminder, or when the offer gets expired, a default, "hardcoded" message will be sent to the candidate.
  
• Translation Handling: The system must check the language configured for the original offer template. If the offer template is configured with another language (e.g., Spanish), the system must ensure the corresponding localized version of the above-listed templates is sent to the candidate, provided the localized template exists.

Communication Channels and Recruiter Notifications

Communications are delivered through three channels: Email, SMS, and WhatsApp. The system automatically uses the same channels for all expiry-related notifications that were selected during the initial offer rollout, ensuring a consistent experience for the candidate.

To keep the hiring team informed, recruiters will also receive an email notification (exclusive to email; not sent via SMS or WhatsApp) corresponding to each of the three stages mentioned above.

Configuration steps

Here is a sequential breakdown of the steps for configuring and using the Offer Expiry Communication feature.

1. Configuration and Setup

1. Enable these features: To activate the feature, an administrator must enable the following features:
   
   • Improved offer expiration capabilities
   • Offer rollout via SMS and WhatsApp with acceptance flow in PCSIX
2. Set Configuration Parameters: Go to Admin Console > Talent Tracking > Offers > Settings > Advanced > Schema, in the T3S Config offers_config, navigate to the offer_expiry_config section.
   
   • scheduled_reminder_lead_days: Set the number of days before the offer's expiration that an automated reminder will be sent to the candidate.
   • on_demand_reminder_lead_days: Set the number of days before expiry within which an offer will appear as a pending task on the Position Overview page, allowing recruiters to send a manual reminder.

2. Sending an Offer with an Expiry Date

1. Navigate to the candidate's Offer Review page and click Send Offer Letter.
   
2. In the "Set offer expiry" section, select the radio button "Offer will expire on".
   
3. Use the calendar and time picker to set a precise expiration date and time.
   
4. Verify the communication channels (Email, SMS, WhatsApp) and click Send.

5.After the offer is sent, the candidate's offer status page will now include options to Extend offer deadline and Cancel scheduled reminder.

3. Viewing and Managing Reminders

1. View Scheduled Reminders:
* Go to the candidate's profile and click the Messages tab.
* Select the Scheduled & Follow-ups filter.
* Here you will see the "Scheduled Offer Expiry Reminder" with the exact date and time it is scheduled to be sent.

2. Send On-Demand Reminders:
* Navigate to the Position Overview page for the relevant job.
* Under "High impact pending task," you will see a task for "Offers about to expire."
* Click View Offers to open a modal listing all candidates with offers nearing expiration. A "Spam Warning" pop-up will be displayed if the recruiter attempts to trigger a manual reminder on the same day as a previously sent one. This is a critical guardrail to prevent spamming the candidate
* Click the Send reminder button next to a candidate's name to immediately send a reminder notification. The candidate will receive an email with "Reminder:" prepended to the original subject line.

4. Configuring languages for expiry communication

• Language selection for expiry communications is handled via a different internal configuration, please raise a support ticket if you want more language support in templates

Points to remember

• Offer Extension: The subject line will be updated to include the new expiry date and time. Example: Offer Expiry Extended to 30 Oct 2025 12:00 AM IST for: {{Email and SMS Subject}} The body content will remain the same.
• Offer Reminder: The subject line will be updated to include “Reminder” before the original subject. Example: Reminder: {{Email and SMS Subject}} The body content will remain the same.