This article explains how to manage offers and offer letters for candidates in the Offer stage of the pipeline.

When it comes to setting up your offer process in Ashby, this guide covers the following steps:

The first step in setting up offers is creating custom fields in the Custom Fields section  of Offers in Admin. For an overview on custom fields in general, check out Custom Fields.

Once set up, you can set offer custom fields to have a generated substitution token. When you add a substitution token to your offer letter template, the information from the associated custom field on the Offer Details form replaces the token placeholders when an offer is generated. See Create an offer letter template for more information on setting up an offer letter template.

The following default tokens are available for offer letters:

{{CANDIDATE_NAME}}

{{CANDIDATE_FIRST_NAME}}

{{CANDIDATE_LAST_NAME}}

{{JOB_TITLE}}

{{JOB_LOCATION_NAME}}

{{JOB_STREET_ADDRESS}}

{{JOB_CITY}}

{{JOB_STATE}}

{{JOB_POSTAL_CODE}}

{{JOB_COUNTRY}}

{{CANDIDATE_EMAIL_ADDRESS}}

{{CANDIDATE_PHONE_NUMBER}}

{{HIRING_MANAGER}}

{{OPENING_IDENTIFIER}} (available if Openings ManagementOpenings Management is enabled)

{{CANDIDATE_CITY}}

{{CANDIDATE_REGION}}

{{CANDIDATE_COUNTRY}}

{{TODAY_DATE}}

Offer fields and Candidate fields are not currently interchangeable. Create separate fields for both, even if it's the same information.

The following default tokens are available for e-signature offer letters (more on these at E-Signature OffersE-Signature Offers):

{{CANDIDATE_E_SIGNATURE}}

{{CANDIDATE_E_SIGNATURE_DATE}}

{{CANDIDATE_E_SIGNATURE_INITIALS}}

{{CANDIDATE_CHECKBOX}}

{{COMPANY_E_SIGNATURE}}

{{COMPANY_E_SIGNATURE_DATE}}

{{COMPANY_E_SIGNATURE_INITIALS}}

You also have the option to sync fields from your employee management system using the RipplingRippling or BambooHRBambooHR integrations (let us know if you'd like access at [email protected]).

To add text fields to your offer letters so the candidate or the company signatory can fill out additional information within the offer, add the following tokens:

{{CANDIDATE_TEXT_INPUT}} This text input field provides the candidate with a field to add additional text.

{{COMPANY_TEXT_INPUT}} This text input field provides the company signatory with a field to add additional text.

When you click the token in Admin > Offers > Offer Tokens, select the field size by choosing a preset size or setting the width and number of lines. You can also check the Required checkbox to require the signer to complete the field as part of the signing process.

Once you've determined the text input field size and settings, click the token generated to copy it. You can then paste this token into your offer letter.

We recommend placing this token on its own line within your offer letter template to prevent layout issues. Here's an example of how to place the token and how it looks when an e-signature offer letter is generated.

You can create an offer custom field by navigating to Admin > Offers > Offer Custom Fields or by going to Admin > Organization Setup > Custom Fields and selecting the Offer tab. Click + New to add a new offer custom field.

You are then prompted to add the following:

Click Create to save your custom field. Once the field is created, you see additional options when editing it:

Conditional offer fields let your team display fields on the offer form only where they are relevant. There are two ways to use conditional offer fields:

Restrict offer fields to particular forms

This option lets you display certain fields on specific forms. For example, you could display a variable compensation field only on offers in your Sales department.

Include questions based on other questions in your form

This option lets you display questions based on responses to other questions. For example, you display a date input field specifically on offers where the hire works remotely.

Offer Letter Templates can be configured on the Foundations, Plus, Enterprise, and Legacy Plus plans:

Once your custom fields are set up and the Enable Substitution Token has been configured on each, use those custom fields as tokens in your offer letter. To configure, copy the tokens from the Offer Letter Tokens page  and paste them into the body of your offer letter template.

On that page, you also find E-Signature OffersE-Signature Tokens that automatically enable e-Signature for your offer letters. Adding candidate e-Signature tokens enables e-Signature for an offer template. Add company e-Signature tokens to require a counter signer.

Once the template is configured with tokens, navigate to Admin > Offers > Offer Letter Templates and click New.

Add a title and upload the file in .docx format. Next, click the refresh button 🔄. The form is then validated for any errors. You are notified if anything in the form needs to be updated.

You can set conditions on your offer letter to limit the job considerations it can be used for. In the example pictured above, the offer letter template can only be used for job considerations for roles in the Design department.

When a candidate moves to the Offer stage in the candidate pipeline, an offer activity is generated in the Activities section of their candidate profile. Click Create Offer to complete the Offer Details form.

Once you have completed the offer details, click Submit. You will then have the option to generate an offer letter or e-signature request for the candidate.

To edit any entered offer data, click View Offer, then Update Offer under the offer details.

When a candidate accepts an offer, you see an option to push hired candidates to your human resource information system (HRIS).

Clicking Select a Post Hire Integration creates a new employee record in the system, including the latest offer data.

To rescind an offer for a candidate and nullify the e-signature request sent to them, click Archive on the candidate's profile. Do not delete or amend the existing offer. While archiving, set the archive reason to one that specifically mentions the rescinded offer.

If you don't already have an archive reason for rescinding an offer, set one up in Admin > Jobs & Applications > Archive Reasons . We recommend having one in place for reporting purposes and ease of reference.

If the candidate is already in the Hired stage but needs to be archived, take the following steps:

The offer version history lets your team track amendments made to offers, including the approval record and any approval comments.

To view an offer version history:

If any approvals or approval comments were added to the offer, these are also listed.

For more on this, check out How do I make offer emails private?.

No, you do not. The Dropbox Sign integration is built-in and can be enabled just by adding the E-Signature Tokens to your Offer Letter Template. See the E-Signature OffersE-Signature guide for more information on setting up and using E-Signature. If you'd like to connect your company's DocuSign account, you can read more at DocusignDocuSign.

To assign a company signatory, create an offer letter that includes candidate and company e-signature tokens on the Offer Tokens page . Once you've created the offer and your offer letter, you see the option to send an e-signature request and can assign your company's signatory from there. For more information on e-signatures, see E-Signature OffersE-Signature Offers.

A person CC'd on an offer letter receives an email when: the signature process starts, the candidate views the offer, the company signatory views the offer, and the offer has been signed by both the candidate and the company signatory.

When uploading offer letter templates to Ashby, there is an 8MB file size limit. This is due to performance requirements for PDF conversion.

You may notice that templates just under the 8MB limit might be accepted but fail to process after being populated with candidate data that takes it over that 8MB threshold. We recommend keeping the template size under 7MB when possible for the best reliability.

When adding the {{HIRING_MANAGER}} token to an offer letter, be aware that this pulls the Hiring Manager from the Hiring Team section of the job consideration on the candidate's profile, rather than the hiring manager set in the offer details.

You can. Click View Offer on the offer activity, then Set Response within the offer details. Set the offer as accepted or declined on the candidate's behalf.

Once an offer is accepted or declined, this button shows Update Response instead.

If the offer is marked as accepted, the candidate moves to the Hired stage. If the offer is marked as declined, you are prompted to archive the candidate, but the candidate is not archived automatically.

If a candidate is linked to an opening and the offer is marked as declined, they are removed from that opening.

You can, as long as you are an Organization Admin or have Elevated Access - Admin Private access to the job, location, or department. Navigate to the candidate's profile and click View Offer. Here you can view the offer details and click the document links within the Offer Letter section to view the offer letter and documents sent to the candidate. E-Signature details are available in the Offer E-Signature section.

To change the name of your offer letter template, navigate to Admin > Offers. On the Offers page, click the Offer Letter Templates tab, then select the offer letter template. Update the name in the Name field.

You can choose between US-style formatting and European-style formatting for numbers, and specify currency formatting for offer letters, e-signature offers, and documents. Navigate to Admin > Offers > Offer Settings to determine your offer settings. Alternatively, go to Admin > Integrations > E-Signature Documents and click the Settings tab to configure your e-signature document settings.

You can also override the default number and currency settings when generating offer letters.

If you override the number or currency settings when creating an offer, other e-signature documents added to the same packet inherit the same setting. If you don't override the default setting, the global default applies to e-signature documents.

There is no cutoff or expiration date for offer versions.

Yes. Add the recipient to an Offer Signature Request Template  in the CC field. When the recruiter selects that template while sending the offer, the recipient is automatically added to the request.

You can also use Hiring Team roles, such as the Hiring Manager, instead of a specific person. Hiring Team roles will only populate when a Hiring Team is defined on the job.

Find out more about Offer Signature Request Templates in our Creating and Managing E-Signature Request Templates.