Offer Approvals and Workflows
Zoho Recruit lets you configure approval processes for offers, enhancing organizational control. Upon generating an offer, if it meets the criteria requirement, the offer enters the approval process where designated approvers, such as hiring managers, can review and submit their decision.
Designated approvers can provide feedback and choose to approve, delegate, or reject the offer. Once approved, you can send the offer to the candidate and doing so will automatically update the offer's status to Offer Made. This allows for seamless tracking within your team without disturbing any existing processes. Learn More Approval Processes
Offers can be approved from two places, namely, the Offers sub-module and from My Actions.
To approve from the Offers sub-module;
- Navigate to the Offers sub-module and select the offer you wish to approve.
- Review the offer details and click Submit Decision.
- In the Response to approval request pop-up, add your remarks and click Approve, Delegate, or Reject.
To approve from My Actions;
- Go to My Actions and choose the offer you want to approve.
- Alternatively, you can also add My Actions as a Home page component, providing quick access to Offer approvals.
- Review the offer details and click Submit Decision in the upper right corner.
- Approve, Delegate, or Reject the offer using their respective buttons. Add comments if necessary and confirm your choice.
Sending Offer Letters after Approval
Once an offer receives the necessary approvals, the Send Offer button becomes active, allowing you to initiate the communication process effortlessly. This straightforward process ensures that the approved offer reaches the candidate promptly and accurately, marking a significant milestone in the hiring journey and reinforcing a positive candidate experience.
To send offer letters to candidates after approval;
- Navigate to the Offer record and click Send Offer.
- Choose an email template and fill-in details in the Send Offer Letter pop-up. This will change based on the selected medium, i.e., if you choose to send it with e-sign, then you will need to send it via Zoho Sign, Adobe Sign, DocuSign, etc.
- Click Send.
Note:
- The offer letter is sent as a link in the email. Upon clicking the link, the offer letter can be viewed by the candidate, which can be accepted or declined.
- When the candidate accepts or rejects an offer, they will have to provide a reason as a comment. This comment will be added as a note to the offer record.
- You can only have one active offer per candidate for a permanent role.
- You can have multiple active offers per candidate for temporary roles.
Automating Offer-related Tasks
Zoho Recruit's Workflows feature allows you to automate actions within the Offers sub-module based on predefined criteria. Below are the steps to create a workflow for the Offers sub-module, along with the configurable options for triggering and scheduling actions.
To create a workflow for the Offers sub-module, follow these steps:
- Navigate to Setup > Automation > Workflow Rules and click Create Rule.
- In the Create New Rule pop-up:
- Select Offers from the Module drop-down.
- Enter a Rule Name and click Next.
Once you've specified the module and name for the workflow rule, configure the following sections;
WHEN the Workflow Should be Triggered
On a record action (or) On a Date / DateTime.
WHICH RECORDS the Workflow Should be Triggered For
All Records (or) Records Matching the Conditions (specify criteria and order them by importance with the Criteria Pattern).
What ACTIONS Must be Triggered
Instant Actions
Instant Actions enable immediate actions or follow-ups within the system when a record meets predefined conditions set in the workflow's WHEN & WHICH RECORDS sections.
Configurable instant actions include;
- Notifications: Send instant emails and messages on Slack & Zoho Cliq.
- Webhooks: Send instant updates and notifications to third-party apps based on changes in Zoho Recruit data.
- Custom Functions: Execute program scripts to add, update, and remove data from Zoho Recruit or third-party apps.
- Color-coded Tags: Categorize records using colored tags for easy access and viewing.
Scheduled Actions
Scheduled Actions allow automation of tasks and reminders at specific times and dates. Recruiters can ensure important activities are not overlooked or delayed.
Configurable scheduled actions include:
- Notifications: Schedule emails and messages and Slack & Zoho Cliq.
- Webhooks: Schedule updates and notifications to third-party apps based on changes in Zoho Recruit data.
- Custom Functions: Schedule the execution of program scripts to manage data in Zoho Recruit or third-party apps.
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