Offers and Offer Letters

in this guide, you'll learn about managing offers and offer letters for candidates in the offer stage of the pipeline this guide assumes you already have a docx version of your offer letter overview permissions offers and offer letters see the table below for information on the access roles that can create offer letter templates and generate offers for candidates in the offer stage only elevated access admin private users and organization admins can create offers for candidates access role can create offer letter templates? can create offers for candidates in the offer stage? 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 ✅ ✅ elevated access users who have been given the additional permission offer letter templates will be able to configure offer custom fields, offer document substitution tokens, offer templates, and offer template settings more on this at additional user permissions docid\ mhy0txb4sxnqye9xkvn8e create offer custom fields the first step in setting up offers is creating custom fields in the custom fields section https //app ashbyhq com/admin/organizational settings/offers/offer fields of offers in admin once set up, you can set offer custom fields to have a generated substitution token when adding a substitution token into your offer letter template, when an offer is generated, the information from the associated custom field on the offer details form will replace the token placeholders head to creating an offer letter docid\ klimfx9n1tahebvkmgpoh 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 management docid\ ksxxwi1zugaw8lrp8jwxz is enabled) {{candidate city}} {{candidate region}} {{candidate country}} {{today date}} please note offer fields and candidate fields are not currently interchangeable you'll need to 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 offers docid\ zsjek0e500medhtkqqelw ) {{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 rippling docid\ acisdvvnee5s6dziijew or bamboohr docid\ iilejxkcqalk09pu108ij integrations (let us know if you'd like access at support\@ashbyhq com) adding text input fields to your e signature document or offer letter e signature text input tokens can be used for e signature documents and offer letters generated via dropbox sign or docusign if you'd like to add text fields into your offer letters so the candidate or the company signatory can fill out additional information within the offer itself, you can also add in the following tokens {{candidate text input}} this text input field will provide the candidate a field to add in additional text {{company text input}} this text input field will provide the company signatory a field to add in additional text when clicking the token in the offer letter tokens tab, you'll be prompted to select the field size, either by selecting a preset size or by 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 then copy it you can then paste this token into your offer letter we recommend placing this token in it's own line within your offer letter template to prevent layout issues here's an example of how the token should be placed and how it will look when an e signature offer letter has been generated offer custom field options you can create an offer custom field by navigating to admin > offers and then to the offer custom fields tab or by heading to admin > organization setup > custom fields and selecting the offer tab this screenshot highlights the 9 configuration options for setting up custom fields enter a title to show up in the offer form, it will be used to generate the substitution token the object type will automatically be set as the offer option, it is not interchangeable with the candidate or job object type enter a brief description to make things clear in the offer details form for other users choose a form field type you have the option to choose from yes/no, short answer, date, multiple choice, checkboxes, number, and currency types check is required? to make the field required on the offer details form if this value in this field is changed when amending an offer, check require reapproval if the offer then needs to go through the approval process again click + generate token in the substitution token section to allow for this custom field to be used in an offer letter template once you've enabled this option, you can customize a token string that can be used in your offer letter templates when you are generating an offer letter, the value of the field will be substituted in place of the token in your template if you opt to generate a token for a multiple choice custom field, you will get a follow up option customize substitution text more on this here docid\ klimfx9n1tahebvkmgpoh the default value section allows you to determine the default field to pull a value from if the token is used in a fillable form enabling the restrict which offer forms include this field? option allows you to filter which offer forms will include this field you can specify certain teams and locations for which this field will be used create an offer letter template review e signature offers docid\ zsjek0e500medhtkqqelw for more information on creating e signature offer letters please note, you do not need your own dropbox sign integration to use e signature in ashby it's ready to use just by adding the tokens to your offer letters! offer letter templates can be configured on the foundations, plus, enterprise and legacy plus plan foundations legacy plus plus enterprise ✅ ✅ ✅ ✅ users on the foundations plan can configure one offer letter template users on the legacy plus, plus and enterprise plans can add as many offer letter templates as needed once your custom fields are set up and the enable substitution token has been configured on each, you'll be using those custom fields as tokens in your offer letter to configure, copy the tokens from the offer letter tokens page https //app ashbyhq com/admin/organizational settings/offers/offer letter tokens and paste them into the body of your offer letter template adding raw to the end of any numeric or currency substitution token will strip formatting from the field for example, a large number my field might be formatted as 1,000,000, but my field raw would be rendered as 1000000 this can avoid problems when using word tables on that page, you'll also find e signature tokens docid\ zsjek0e500medhtkqqelw that can be used to automatically enable e signature for your offer letters adding candidate e signature tokens enables e signature for an offer template you can additionally add company e signature tokens to require a counter signer once the template is configured with tokens, upload it on the offer letter templates https //app ashbyhq com/admin/organizational settings/offers/offer letter templates page by clicking new, entering a title, and uploading the file in docx format next, click the refresh button 🔄, and the form will be validated for any errors you'll be notified if anything in the form needs to be updated offer letter template upload for information on troubleshooting formatting issues, please check out offer letter template formatting docid\ vznq4s oh 0funsp7q6u there is a limit of 8mb when uploading an offer letter template enter a descriptive name to avoid confusion when generating templates upload the template file by dragging and dropping or browsing for the file ensure the file is valid by clicking the refresh button to check that all tokens are entered correctly when uploading the template file, the check should run automatically 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 to enable this option, check the only allow using this offer letter template on specific job considerations? checkbox use the advanced option to confirm whether you are using advanced or basic filtering to determine your conditions click + filter to determine the fields your filtering by if using basic filters, or + add field to match if you are using advanced filtering to set your conditions create an offer on a candidate profile to send to a candidate when a candidate moves to the offer stage in the candidate pipeline, an offer activity will be generated in the activities section of their candidate profile click create offer to complete the offer details form the form data will be used to populate substitution fields in the pdf offer letter that is generated use the offer activity to track the candidates' responses to edit an offer, click view offer , then update offer under the offer details generate an offer letter and draft an offer letter email to learn how to send e signature offer requests, see e signature offers docid\ zsjek0e500medhtkqqelw click view offer on the offer activity and select generate offer letter to create a populated pdf version of the offer letter you can review the offer letter by clicking on either the document or pdf links provided, or click draft offer letter email to generate an offer email with the letter attached apply an existing offer email template, or draft your message anew create an offer email template docid\ wq6uoydzwfatdmzhopsfj to save time even more time extending offers to candidates hit send when ready to send these messages will be marked as private when sent upload a custom offer letter offer letters can be uploaded directly to an offer if you have a docx file locally that you’d like to use to generate the offer letter for a particular candidate, you can add it directly without adding it as an offer letter template first you can also first generate a letter based on an offer letter template, download it, make adjustments and re upload it ensure that the enable custom offer letter uploads option is enabled in the settings tab of admin > offers > offers https //app ashbyhq com/admin/organizational settings/offers/settings next, create your offer from the candidate’s profile once you’ve added in your offer details and created the offer, in the offer letter section, click upload custom offer letter then click browse files… and select the docx file you’d like to use once uploaded, the file will then be validated and you can select the formatting style using the number formatting and currency formatting drop downs prior to clicking generate offer letter if you’d added offer tokens to the document, they will be validated and used, just like with an offer letter template push hired candidate to rippling or bamboohr when a candidate accepts an offer, you see an option to push hired candidates to your hris system clicking select a post hire integration will create a new employee in the system, including that latest offer data conditional offer fields conditional offer fields enable your team only to display offer questions where they are relevant there are two ways to use conditional offer fields restrict offer fields to particular forms include questions based on other questions in your form restrict offer fields to particular forms this option enables you to display certain fields on certain 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 rescinding or withdrawing an offer and handling declined offers if you need 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 offer that has been created) while archiving, set the archive reason to one that specifically mentions the offer being rescinded if you do not already have an archive reason in place for rescinding an offer, you can set one up in admin > jobs & applications > archive reasons https //app ashbyhq com/admin/organizational settings/candidate archive reasons we would recommend having one in place for reporting purposes and ease of reference how do i rescind an offer and archive a candidate in the hired stage? if the candidate is already in the hired stage but needs to be archived, you can take the following steps navigate to the candidate’s profile and click change stage move the candidate back to the offer stage of the pipeline you should then see the archive option on their profile if the candidate has come back and rejected the offer, then update the candidate response to the offer to ensure it's reported on accurately in the future to do this, click on view offer within the offer activity on the candidate’s profile, then select update response to amend the offer response if you do not need to amend the offer, click the archive option and select an appropriate archive reason as above offer version history offers can undergo changes and the offer version history allows your team to track amendments made to offers, including the approval record and any approval comments to view an offer version history click view offer on the offer activity on the candidate's profile click the view previous versions button within the offer details section the versions will be listed with an overview of any changes made click view details on the version in question within version history if any approvals or approval comments were added to the offer, these will also be listed want to learn more? check out the offers https //academy ashbyhq com/course/offers course in ashby academy! faq how do i make offer emails private? you can set the visibility of emails in the offer and/or hired stages from within the email settings https //app ashbyhq com/admin/organizational settings/email settings section of ashby for other stages, you'll need to manually mark notes and emails private do i need a dropbox sign account to use the e signature feature? 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 check out the e signature guide docid\ zsjek0e500medhtkqqelw for more information on setting up and using e signature! if you'd like to connect up your company's docusign account, you can read more on this at docusign docid\ q9692lmyfdybte1vmw3nh can i designate a user to sign on behalf of the company? to assign a company signatory, you can create an offer letter including candidate and company e signature tokens on the offer tokens page https //app ashbyhq com/admin/organizational settings/offers/offer letter tokens once you’ve created the offer and your offer letter, you’ll see the option to send an e signature request and can assign your company’s signatory from there more information on e signatures at e signature offers docid\ zsjek0e500medhtkqqelw which users can create offers and view offer details? only organization admins and elevated access admin private users can create offers and view offer details what notifications does a person cc’d on an offer letter signature process receive? a person cc’d on an offer letter will receive an email when the signature process has started, when the candidate views the offer, when the company signatory views the offer, and when the offer has been signed by both the candidate and the company signatory are there any file size requirements? 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 that are just under the 8mb limit might be accepted but fail to process after it’s been populated with candidate data that takes if over that 8mb threshold we recommend trying to keep the template size under 7mb when possible for the best reliability how does the hiring manager substitution token work with offer letters? when adding the {{hiring manager}} token into an offer letter, please be aware that this will pull 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 can i set the offer as accepted or declined within ashby? you can click view offer on the offer activity, then set response within the offer details you can then set the offer as accepted or declined on the candidate’s behalf once an offer is accepted or declined, this button will show update response instead if the offer is marked as accepted, then the candidate will be moved into the hired stage if the offer is marked as declined, then you will be prompted to archive the candidate (but the candidate will not be archived automatically) if a candidate was linked to an opening and then the offer is marked as declined, they will be removed from that opening can i view the offer letter or offer details once the candidate is hired? 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 then click on view offer here you can view the offer details and click on 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 how do i change the name of my offer letter template? to change the name of your offer letter template, navigate to admin, then offers on the offers page, click on the offer letter templates tab, then select the offer letter template in question you will then be able to amend the name of the template in the name field can i adjust the formatting of numbers, dates and currencies on my offer letters? you can choose between u s style formatting and european style formatting for numbers and specify currency formatting for offer letters and e signature offers and documents navigate to admin > offers and click on the settings tab to determine your offer settings alternatively, head to admin > integrations > e signature documents and click on the settings tab to configure your e signature document settings default number formatting determine whether you would like numbers displayed in european style or u s style default currency formatting determine whether you would like currency to be displayed as a symbol ($) or country code (usd) default date formatting select your preferred date display format from the drop down list you will also have the option to override the default number and currency settings when generating offer letters it is not possible to override the date formatting setting in your offer or e signature settings for a single offer letter 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 the default setting was not overridden, the global default is used for e signature documents can previous offer versions expire? there is not cut off or expiration date for offer versions