Offers sub-module
When a candidate is the right fit for a job, recruiters should be able to send out an offer letter quickly. With the goal of enabling recruiters to land top candidates faster, Zoho Recruit provides a simple way to manage and send offers.
The first part of setting up offers is creating offer letter templates.
Permissions required
These are the various permissions required to view, generate, delete and export offer letters in Zoho Recruit.
Create offer letter template
Offer letter templates can be used to create an offer letter for a candidate. To create an offer template:
- Select the Configure settings icon in the upper right corner of the dashboard.
- Choose Templates under Customization.
- Select Offer Templates and choose Create Offer Template.
- Enter a name for your template.
Note: Zoho Recruit gives its recruiters the option of choosing from two types of design templates. You may start fresh or import an existing template from your computer.To add merge fields, navigate to Fields and select Merge Fields under Dynamic Fields.Sending offer letters to candidates
Next, it's time to send the candidate the offer letter. With Zoho Recruit, you can easily generate an offer letter in minutes.
Before you create a new offer, make sure you have already created your offer letter templates to ensure a streamlined process when uploading your offer to a candidate profile.
The Offers Module is available as a sub-tab when you hover your mouse over the Candidates module.
- Select Offers by hovering over the Candidates module in the Recruit dashboard.
- Click the Create Offers icon.
- Select an offer template from the drop-down menu.
Choose whether you'd like to send the offer letter with or without e-sign. - Enter the employment information and the expiration date for the offer.
- Click Save and Next.
You can also click Preview Offer Letter to view it. - Choose the email template and fill in the remaining details in the Send Offer Letter pop-up.
- Click Send. The candidate status will change to Offer Made.
Approving offer letters
If you have an approval process enabled in your Recruit account, the offer letter enters the approval process once it is created. The offer letter cannot be sent to the candidate until it is approved. Learn how to create an approval process
Let's say that the hiring manager and candidate record owner are assigned to approve the offer letter. The following message will appear.
The approvers can submit their approval from the Offers module or the My Actions tab.
To approve from the Offers module
- Select Offers under the Candidates module in the Recruit dashboard.
- Choose the offer you want to approve.
- Review the offer details and click Submit Decision in the upper right corner.
- Add your comments and select Approve, Delegate, or Reject. If you choose Delegate, you'll have the option to assign the approval to another user in your organization.
To approve from the My Actions tab
- Select My Actions from the Recruit dashboard.
- Choose the offer you want to approve.
- Review the offer details and click Submit Decision in the upper right corner.
- Add your comments and select Approve, Delegate, or Reject. If you choose Delegate, you'll have the option to assign the approval to another user in your organization.
Approval process is not supported for the Vendor and Application modules.
To send an offer letter after approval
- Navigate to the Offers module and select the particular offer record.
- Click Send Offer.
- Choose the email template and fill in the other details in the Send Offer Letter pop-up.
- Click Send.The candidate status will change to Offer Made.
Alternatively you can generate an offer from within the Candidates and Job Openings
- Go to the individual's candidate profile and click the More Actions button or choose Offer Letters under the Related List, then click Generate Offer Letter.
- Click Generate Offer Letter to create an offer for the candidate.
- All the offers that are generated for the candidate will be listed in this section.
- You can add columns of your preference to this section by clicking the Add columns icon.
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.
The offer management feature is only available for the Corporate HR edition.
You can generate only 1 offer letter for candidates a permanent contract.
You can generate multiple offers for candidates with a temporary contract.
Offer revision and withdrawal
You have the option to revise or withdraw offers sent to candidates.
- Navigate to the Offers module and select the particular offer record.
- Select Revise Offer on the top right.
- Make the necessary changes in the Revise Offer window and click Save and Next.
- Choose the email template and fill in the other details in the Send Offer Letter pop-up.
- Click Send to send the offer to the candidate, or click Withdraw to cancel the offer.
Offer Letter status
Offer Planned - When an offer record is created, the offer status is changed to "Offer planned" (After clicking the "save and next" button in the create offer page, the offer record gets created)
Offer Made - When an offer letter is sent, the offer status is changed to "Offer made" (After clicking the "send" button in the sendmail pop-up offer page, the offer letter is sent. Otherwise, use the "send offer" button in the detail page of offer to send offer letter)
Offer Revised - When the user edits any details in the offer record (but does not send the edited offer letter to a candidate), the status is changed to "offer revised". (suppose the offer letter is sent to the candidate after editing the record, the status is changed from offer revised to offer made)
Offer Accepted - After the candidate accepts the offer letter, the record status is changed to offer accepted. Once the offer is accepted, we cannot revise the offer letter again.
Offer Declined - After the candidate refuses the offer letter, the record status is changed to offer declined. Once the offer gets rejected, we can revise it and send it again.
Offer Withdrawn - The user can withdraw an offer that is already planned, sent, or accepted by the candidate. Then status is changed to offer withdrawn
Generating Bulk Offers
You can generate bulk offer letters from the following locations:
From the Candidates module
- Filter candidates associated with the job opening.
- Choose the candidates that you want to send the offers to.
- Click the Generate Offer Letter icon from the more action buttons (three dots) on the top.
From the Job Openings module
- Select the job you will be offering to candidates.
- Click Applications under Quick Access on the left panel.
- Choose the applications that you want to send the offers to.
- Click the Generate Offer Letter icon from the more action buttons (three dots) on the top.
From the Applications module
- Filter applications that have the same posting title.
- Choose the applications that you want to send the offers to.
- Click the Generate Offer Letter icon from the more action buttons (three dots) on the top.
Note:
You can also view offer letters from the Departments module. Open a record in the Departments module and click offer letters from the Related List on the left panel.
You can also view offer letters from the Departments module. Open a record in the Departments module and click offer letters from the Related List on the left panel.
If you have approval process enabled, the offer letters will be sent once the required parties have approved it. The users will be notified that the offer letters have entered the approval process.
Sending offer letters to candidates with e-signature
What is an e-signature?
An electronic signature, or e-signature, is a legal way to get approval on electronic documents. This is a quick, easy, and completely paperless process. E-signatures are widely used for offer letters, sales contracts, rental and lease agreements, and more.
Zoho Recruit has integrated with Zoho Sign, DocuSign and Adobe Sign. With just a few clicks, you can integrate your account with one of these options and start sending offer letters with your e-signature.
Send with Zoho Sign
- Select Offers by hovering over the Candidates module in the Recruit dashboard.
- Click the Create Offers icon.
- Select an offer template from the drop-down menu.
- Choose to send the offer letter with e-sign.
- Click Send with Zoho Sign.
- Add recipients and a description.
- Click More Settings to set the time to complete, expiration date, and automatic reminders. Click Save.
- Click Next.
- Fill in the fields on the Edit document details page. Click Continue.
- Add the necessary fields (e.g., Signature, Sign Date) to your offer letter.
- Click Send.The candidate status will change to Offer Made.
Send with DocuSign
- Click Send with DocuSign.
- Add recipients and a description.
- Click Edit next to Advanced Options to set automatic reminders and the expiration date. Click Save.
- Click Send Now to send the offer letter to the candidate without adding additional fields. Otherwise, click Next.
- Add the necessary fields (e.g., Signature, Sign Date) to your offer letter.
- Click Send. The status of the candidate status will change to Offer Made.
Send with Adobe Sign
- Click Send with Adobe Sign.
- Add recipients, and complete the mandatory agreement details. You can also fill in any agreement options.
- Click Send for signature. The candidate status will change to Offer Made.
Offer customization
The offer letters are available under related lists inside the Candidates, Job Openings, Applications, and Departments modules. You can customize the fields in the module by navigating to Settings > Customization > Modules > Offers.
You can add or remove fields in the Offers module by editing its layout.
Exporting offer letters
- Click the Configure settings icon.
- Select Export under Data Administration.
- Select Offers in the Select Export Module list.
- Choose the desired option in Existing View.
- Check the Notes and Attachments option if you want to export them with the offers.
- Click Export.
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