Offer Approvals
In this guide, you'll learn about managing offer approvals through Ashby. For more details on all approval options, check out Approvals
Approvals can be set up on the Plus, Enterprise and Legacy Plus plans:
Foundations | Legacy Plus | Plus | Enterprise |
|---|---|---|---|
❌ | ✅ | ✅ | ✅ |
Offer Approvals Overview
An approval process consists of a sequence of one or more approval steps, each of which must be completed before an offer can be created and sent to a candidate. Each approval step consists of one or more stakeholders who must approve the terms of the offer before moving on to the next step in the process.
Permissions: Approval Creation and Approving
See the table below for information on the permissions required to configure approvals and to be an approver.
Access Role | Can configure an approval? | Can make one-off edits to an approval process (if enabled)? | Can be set as an approver? |
|---|---|---|---|
Limited Access | ❌ | ❌ | ✅ |
Agency Users | ❌ | ❌ | ✅ |
Elevated Access - External Recruiter (not linked to an agency) | ❌ | ❌ | ✅ |
Elevated Access - Analyst | ❌ | ❌ | ✅ |
Elevated Access - Hiring Team Member | ❌ | ❌ | ✅ |
Elevated Access - Hiring Manager | ❌ | ❌ | ✅ |
Elevated Access - Admin | ❌ | ❌ | ✅ |
Elevated Access - Admin Private | ❌ | ✅ | ✅ |
Organization Admin | ✅ | ✅ | ✅ |
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When an approval request is sent, the user can approve or reject the request from their email. They do not need to have a specific access role or level of permissions to approve or reject the approval request via email or via Slack. They will need to have at least Elevated Access to the role in question to be able to view the candidate’s profile prior to approving.
Create an Approval Process
To create an Approval Process, navigate to Admin > Organization Setup > Approvals. Click + New in the top right corner of the page to begin configuring.
Approval Process Options
This screenshot highlights the 5 configuration options for setting up an approval process:
- Active Offer Approval Processes - List of activated processes. If multiple processes have a scope that would apply to an offer, the one highest on this list will be used. You can drag and drop each process to re-prioritize as needed.
- Process Title - Here you can give the process a descriptive title.
- Scope - You can filter which offers this process applies to by matching against fields on the associated "job consideration". If an offer has multiple applicable processes, the process higher in the process list will be used. Click + Add Field to Match to add an additional filter to your scope.
- Steps - Here you can configure how many steps this process should have and which individuals should be included as approvers in each step.
- Stakeholder Options - Here you can configure how many of the approvers in a step are required to approve to advance to the next step.
- Create - Enable your process once configured
Using Approvals
Once approvals are activated, they will be applied to new offers. To use approvals, first, create the offer on the candidate’s profile. Fill out the offer details, then click Submit to confirm.
Next, review the approval process to confirm the correct approvers are list, then click Submit Request. The approvers will receive a notification prompting them to approve the offer. Once they submit their response, the process will move on to the next approver. Once all steps have been completed, an e-signature request and offer letter can be sent out to the candidate.
