Zoho Recruit | Offer Letter Management

Sending Offer Letters

When a candidate is hired, recruiters can quickly send out an offer letter to the candidate to accept the job. 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 Templates.

Permissions Required

These are the various permissions required to view, generate, viewing, delete and export Offer Letters in Zoho Recruit.
Permission
Action
Manage Offer Templates
Create, View and Edit offer letters/ offer templates
Mass Generate Offer Letters
Generate and send bulk offer letters
Export Offers
Export offer letters from Recruit

Create Offer Letter Templates

Once created, offer letter templates can be used to create an offer letter for a candidate. 
To create an Offer Template, navigate to Setup > Customization > Templates > Offer Templates > +Create Offer Template. Enter a name for your template. 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.
Add Merge Fields in the Offer templates when you want to bring values fro external data sources. Go to Setup > Customization > Templates > Offer Templates. When you create or edit an offer template go to Fields on the left panel. You will find Merge fields under the Dynamic Fields section.

Sending Offer Letters to Candidates

Next, it's time to send the candidate an offer letter, and with Zoho Recruit, you can easily generate an offer letter in minutes.

Before you create an offer, make sure you have already created your offer letter templates to ensure a streamlined process when uploading your offer to a candidate profile.

  1. Go to the individual's candidate profile and click the More Actions button, then click Generate Offer Letter.

  2. Select an offer template from the drop-down menu.    
  3. Enter the employment information and the expiration date for the offer.

  4. Click Next.
    You will be able to see the preview of the offer letter that you are about to send.

  5. Click Send via Email to continue with generating the offer letter.
  6. You can then enter a subject and frame the content for the body of your email that contains the offer letter.
  7. Click Send.

The status of the candidate status will change to Offer Made.

Alternatively you can generate an offer from within the Candidates Module
  1. Go to the Candidates module and open a record.
  2. In the details page Select Offer Letters in the related list and you will be taken to the offers section of the record.
  3. Click Generate Offer Letter to create an offer for the candidate.
  4. All the offers that are generated for the candidate will be listed in this section.
  5. 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.

Generating Bulk Offers

You can generate bulk offer letters from the Candidates, Job Openings and the Applications modules.
 
  1. Candidates - Filter candidates associated to the same job openings, choose the candidates that you want to send the offers to and click the Generate Offer letter icon that appears among the main action buttons on the top

  2. Job Openings - Open a Job and click Applications under Quick Access on the left panel. Choose the applications that you want to send the offers to and click the Generate Offer letter icon that appears among the main action buttons on the top.

  3. Applications - Filter applications that have the same Posting Title, choose the applications that you want to send the offers to and click the Generate Offer letter icon that appears among the main action buttons on the top.

  4. Additionally you can view offer letters in the Departments module. Open a record in the Departments module and click Offer letters from the Related List on the left panel. 

Sending Offer Letters to Candidate with e-signature

What is an e-signature?

An electronic signature, or e-signature, is a legal way to get consent or approval on electronic documents or forms. This is a quick, easy, and completely paperless process to get your documents signed. E-signature is widely used while sending offer letters, sales contracts, rental and lease agreements, and more.

Zoho Recruit has integrated with ZohoSign, DocuSign and AdobeSign. With just a few clicks, you can integrate your account with ZohoSign, DocuSign, and AdobeSign, and start sending offer letters with your e-signature.

Send with ZohoSign

Click Send with ZohoSign. 
  1. In the ZohoSign pop-up window, you can add recipients, and add a message with the subject.


  2. Click More Settings to set Reminders and Expiration of Offer letters.

  3. Click Next and you will be taken to the document details editing page.

  4. You will be getting a preview of the attachment, followed by basic details to be filled.


  5. Click Continue. A pop window will appear, where you can add fields to place on the letter. For example: Signature field.

  6. Click Send.
    The status of the candidate status will change to Offer Made

Send with DocuSign

Click Send with DocuSign. 

  1. In the DocuSign pop-up window, you can add recipients, and add a message with the subject.
  2. Click Advanced Settings to set Reminders and Expiration of Offer letters.

  3. Click Send Now to send the offer letter to the candidate directly.
  4. Click Next. A pop window will appear, where you can add fields to place on the letter. For example: Signature field.

  5. Click Send.
    The status of the candidate status will change to Offer Made.

Send with AdobeSign

Click Send with AdobeSign.  
  1. In the AdobeSign pop-up window, you can add recipients, and add a message with the subject.

  2. Click Send for signature and send the offer letter to the candidate. The status of the candidate status will change to Offer Made.

Offer Customization

The Offer Letters is available under related lists inside the Candidates, Job Openings, Applications and Departments module. You can choose to 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

  1. Go to Settings > Data Administration > Export.
  2. Select Offers in the Select Export Module list.
  3. Choose the desired option in Existing View.
  4. Check the Notes and Attachments option if you want to export them with the offers and click Export.





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