View Offer Letter Templates

Offer letters inform candidates that they have been selected to be hired for a job, and can detail the offered pay rate, benefits, and other information as required by company policy.

Offer letters are accessed through Administration > Offer Letters.

Create an Offer Letter Template

To create an offer letter:

1. Select Administration > Offer Letters.
2. Select Add New Template.
   
3. Add the following fields:
   
   
   
   
   1. Name: The name of the new Offer Letter template.
   2. Logo: Whether to include your company logo.  If set to Yes, then upload your logo and set its alignment.
   3. Offer Letter:  The body of the offer letter.  Add your text as per your company policy.  The Preset Fields can be used to auto-populate the offer letter with information such as Company Name, Annual Salary, etc.   You can include these fields by enclosing them in curly brackets.
      
      Preset fields can include:
      
      
      • Company Name: {{company.name}}
      • Company Address: {{company.address}}
      • Employee First Name: {{employee.first_name}}
      • Employee Last Name: {{employee.last_name}}
      • Job Title: {{job.title}}
      • Annual Salary: {{annual.salary}}
      • Hourly Rate: {{hourly.rate}}
      • Start Date: {{start.date}}
      • Today's Date: {{today.date}}
        
        You may search for any existing preset field by typing a few characters into the search box.
4. Custom fields.
   
   

   You also have the option of creating custom preset fields that you can use in your templates.

    

   

   Select the Add New Custom Field button, and you will be presented with a form.

   

5. Other fields:
   1. Approver: Any team members that must approve the offer letter before it is sent.  Add their Name, Email Address, and Title here, and whether there is a Signature Required.
   2. Permissions:  Add team members who are able to Edit the offer letter before it is submitted.
   3. Signatures: Set whether the offer letter is signed when the employee is added, and whether to use a default signature.
6. When finished:
   1. Select Save Draft to save the current template but not make it available for publishing it.
   2. Select Preview to view how the template will appear in an email.
   3. Select Publish to make the template available for use.

Preview Offer Letter Template

To preview an Offer Letter as it will be seen by the recipient:

1. Select Administration > Offer Letters.
2. Select the Preview icon: 
3. Review the Offer Letter Template.  When finished, select X to close it.
   

Edit an Offer Letter Template

To edit an offer letter:

1. Select Administration > Offer Letters.
2. Select the Edit icon:  for the template to update.
3. Update the template in the same method as Create an Offer Letter Template.

Copy Offer Letter Template

To copy an existing offer letter into a new one:

1. Select Administration > Offer Letters.
2. Select the Copy icon for the template to copy.  A new template will be created with the same information as the selected one.
3. Update the template in the same method as Create an Offer Letter Template.

Delete Offer Letter Template

All Offer Letter templates except for the Default template can be deleted.  This does not remove any offer letters sent to candidates, only the template that can be used to send new offer letters.

• IMPORTANT NOTE: Once deleted, Offer Letter Templates can not be recovered.

To delete an existing Offer Letter Template:

1. Select Administration > Offer Letters.
2. Select the Delete icon  for the template to remove.
3. Select Delete to confirm the deletion.

Send Offer Letter

To send an Offer Letter when a candidate is to be offered the position:

1. Select Jobs, then the job in question, then the Candidate to offer the job to.
2. Update their status.  Based on the Workflow assigned to the job, select the one that will trigger the Offer Letter.  Your workflow may vary from the example shown:
   
   
3. To send an offer letter, select an Offer Letter Template from the drop down list. To not send an offer letter, close the window.
4. Complete the prefill fields, then select Continue.
5. Review the offer letter and update it according to your company policy.  Depending on your settings in Administration > Offer Letters, your permissions will determine if you can sign the offer letter or if another team member must review it.
6. Select Preview to view the offer letter as it will be sent in email.
7. When finished, select Send Offer Letter.