Introduction

The Offer creation process enables recruiters to generate, approve, and send a formal offer to a candidate in a structured and controlled manner.

The process begins by moving a candidate to the Offer stage. Recruiters can either create the offer immediately or move the candidate first and initiate offer creation later.

Offer creation includes:

• Selecting and previewing an offer template
  
• Completing structured offer details via the offer form
  
• Routing the offer through a configured approval workflow
  
• Reviewing the final offer letter before submission

All configured approval steps must be completed before the offer reaches the Approved state.

Once approved, the recruiter can:

• Choose the delivery channel (Email, SMS, WhatsApp)
  
• Select the signing method
  
• Set an expiry date
  
• Attach additional documents

Depending on system configuration, the offer is delivered through the appropriate candidate portal or email flow. The process concludes when the candidate accepts the offer, or when the recruiter uploads a signed copy on behalf of the candidate.

Default "Create Offer" Behavior

Admins must define the default state of the Create Offer checkbox to standardize the recruiter workflow when advancing candidates.

1. Navigate to Admin Console > Talent Tracking > Offer > Settings > Configuration.
   
2. Enable or disable the toggle Auto-check Create Offer checkbox On Stage Advance to Offer Stage.
   
   1. If Enabled: The "Create Offer" checkbox is pre-selected in the advancement modal, allowing recruiters to initiate offers with fewer clicks.
      
   2. If Disabled (Default): The checkbox remains unchecked, requiring manual selection to start the offer process.

Creating an Offer – Step-by-Step Guide

1. Move Candidate to Offer Stage

• Navigate to the candidate profile.
  
• Select Advance Stage → Offer.
  
• Choose one option:
  
  • Create Offer Directly → Opens the offer creation page.
    
  • Just Move Candidate → Moves candidate to Offer stage without creating the offer.

If you select “Just Move Candidate”:

• Open the candidate in the Offer stage.
  
• Click the Create Offer CTA.

2. Select Offer Template

• Search and select the required template.
  
• Preview the template before confirming.
  
• Click Next.

3. Complete Offer Form

• Fill in all required offer details.
  
• Click Next to proceed to Approvals.

4. Approvals

• The pre-configured approval workflow appears automatically.
  
• Based on permissions, you may:
  
  • Add approvers
    
  • Remove approvers
    
• Click Next to move to Review.

5. Review & Send for Approval

• Review offer details.
  
• Preview the offer letter.
  
• Click Send for Approval.

6. Approval Process

• Approvers receive an email notification.
  
• Approvers can also act via the Approval Center.
  
• Approvers can:
  
  • Approve
    
  • Reject (reason required)
    
  • Comment

All approval steps must be completed for the offer to move to Approved state.

7. Send Offer to Candidate

Once approved:

• Select delivery method:
  
  • Email (default)
    
  • SMS (optional)
    
  • WhatsApp (optional)
    
• Choose a signing method.
  
• Set expiry date (optional).
  
• Add attachments (optional).

Based on configuration, the offer is delivered via:

• Candidate portal (PCS),
  
• Non-portal email flow, or
  
• CareerHub (for internal employees).

8. Candidate Acceptance

• Candidate reviews and accepts the offer.

Alternatively:

• Recruiter may upload a signed offer letter to accept on behalf of the candidate.

The offer process is complete once approvals are finalized and the candidate has accepted.

Offer Creation — Best Practices

Use the following guidance to ensure offers are created consistently, move through approvals efficiently, and reach candidates without unnecessary delays.

Moving the Candidate to Offer Stage

• Enable Auto-check Create Offer to avoid skipping offer creation. By default, recruiters can move a candidate to the Offer stage without immediately creating an offer, which can lead to delays or offers being forgotten. To prevent this, enable the Auto-check Create Offer checkbox On Stage Advance to Offer Stage checkbox in Admin Console → Talent Tracking → Offer → Settings → Configuration This ensures the Create Offer option is selected by default whenever a candidate is advanced to the Offer stage, keeping the process moving without extra clicks.

Completing the Offer Form

• Fill the offer form completely before submitting for approval. Incomplete or inaccurate form entries are a common source of approval delays and rework. Review all required fields carefully before clicking Send for Approval — changes after submission require the offer to be resubmitted through the full approval chain.

Managing Approvals

• Monitor approval status proactively. Once an offer is submitted, track its progress through the Approval Center rather than waiting for notifications. This helps identify stalled approvals early and allows you to follow up with approvers before delays affect the candidate experience.

Sending the Offer

• Use workflow automation to send offers immediately after approval. Manually checking for approval status and then sending the offer introduces lag between approval and candidate receipt. Instead, configure a workflow automation using the Send Offer Action with the following setup:

  • Trigger: When offer status changes
  • Condition: If offer status is changed to Approved
  • Action: Send Offer

This automatically sends the offer to the candidate as soon as all approvers have approved, eliminating manual intervention and reducing time-to-offer.

• Configure communication channels and CC addresses intentionally. When setting up the Send Offer Action, select only the channels your candidates are likely to use — Email, SMS, or WhatsApp. CC addresses added in the workflow are appended to any CC fields configured in the standard offer flow, not replaced, so review existing CC settings before adding more to avoid duplication. Note that this requires the Edit CC configuration to be enabled in your instance.

• Set an offer expiry date to create urgency. Whether sending manually or through automation, always set an expiry date. Open-ended offers delay candidate decisions and complicate pipeline management. Align expiry windows with your standard hiring timelines.