Offer Letter Management
Offer Letter Management in ClayHR streamlines the process of creating, generating, sending, and tracking offer letters throughout the hiring process. By using customizable offer letter templates, recruiters and hiring managers can quickly generate professional offer letters for candidates, monitor their status, and track candidate responses from a centralized location.
Permissions Required
User may require the following permissions to access and manage offer letters:
- Offer Letter Home/View: Allows the user to view offer letters home page.
- Offer Letter Management (Admin): Allows the user to create, edit, and send offer letters for all positions.
- Offer Letter Management (Scoped): Allows the user to create, edit, and send revoke offer letters for positions where they are the hiring manager.
To assign these permissions, navigate to Setup Menu > Security & Permissions > User Group Permissions Matrix. Under Hiring Management, select the checkbox for the required permission.
Note: Site Administrators can view the Offer Letters page without requiring these permissions.
Managing offer letters made easy with these simple steps:
- Create Offer Letter Templates
- Generate Offer Letters for the Candidate
- View and manage generated offer letters.
- Understand the candidate’s offer letter experience.
Creating offer letter templates
Before generating an offer letter, you must create an offer letter template.
- Navigate to Setup Menu > Hiring > Hiring Configuration > Offer Letter Configuration > Offer Letter Templates.
- Click the New Template button to create a new template.
- Configure the alignment for the following sections in the template:
- Header
- Footer
- Signatures
- Write the offer letter content in the Body of Letter section.
- Use the Supported Variables list to insert dynamic fields that automatically populate candidate and position information when the offer letter is generated.
- Click the Preview button to review the template.
- After verifying the content, click on the Save Template button.
You can create multiple offer letter templates to support different hiring scenarios, business units, or locations. For more details, refer to the following Knowledge Base Article: How to Create an Offer Letter Template
Generating an offer for the candidate
Once an offer letter template is created, you can generate an offer letter for a candidate.
- To send an offer to the candidate, navigate to the candidate’s profile and click on the Positions tab.
- For the applicable position, click on the Generate Offer Letter link.
- In the pop-up, the Position for which you want to generate the offer will be selected automatically, and the offer letter title is generated automatically.
- Now, select the Offer Letter Template.
- ClayHR automatically generates the offer letter body by replacing all supported variables with the candidate's and position's information.
- Review the generated content and click on Save Draft button to create the draft offer letter for the candidate.
User can then review the offer letter and send it for final approval. Once it receives final approval, it can be sent to the candidate.
Viewing Generated Offer Letters
ClayHR provides a centralized offer letters page where administrators and authorized users can monitor all generated offer letters.
To access the offer letters home page, navigate to Hiring > Offer Letters.
Click on the Draft Offer Letters filter available on the top-right corner to access the draft offer letters.
Click on the Sent Offer Letters filter available on the top-right corner to access the sent offer letters.
From the offer letter page, users can view information such as the actions performed on the offer letter, when the offer was sent to the candidate, or when it was accepted or rejected and other related information.
For more details, refer to the following Knowledge Base Articles: View and Save Offer Letter Drafts in ClayHR and View and Update Sent Offer Letters in ClayHR
Candidate Experience
ClayHR allows candidates to respond to the sent offer letter through the Candidate Portal.
The candidate logs in to the Candidate Portal and navigates to the My Offers tab.
The candidate opens the offer letter link to view the offer letter. The candidate can either accept or reject the offer.
For each action, authorized users receive an email notification, and the offer letter history is recorded.
For more details, refer to the following Knowledge Base Article: Candidate Actions on Offer Letter in ClayHR
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