The Recruiting module lets you customize and automate the offer letter process for internal and external candidates. The following functionality is included:
- A form in the Candidates tab of Recruiting > Job Requisitions where you build the offer. Here, you can add tokens, preconfigured contingencies, documents, and more.
- A process where the offer letter form must always pass through a workflow before the system sends it to the candidate. For example, your organization might require offers to be approved by the hiring manager and then HR before they can be sent to the candidate.
- A record of offer statuses for job applications in the Applied Jobs section of the Candidate Profile, which managers and recruiters can review.
- The ability for users with the required access (for example, HR managers) to rescind offers, or to accept or reject offers on behalf of candidates.
One Active Offer Per Job Opening
There can only be one active offer for each opening of a job requisition. For example, if a requisition has one opening, there can only be one active offer. When you click Submit Offer in the Create/Edit Offer form, and the maximum number of active offers has been reached, the system displays an error message and prevents you from submitting the form.
This requirement prevents recruiters from accidentally submitting offers when the necessary offers are already active. For example, a recruiter might not have seen that an offer was already submitted on a requisition.
As expected, when a job requisition is configured as "Evergreen" (that is, there are an unlimited number of openings), there is no limit to the number of active offers that can exist on the requisition. See Create Evergreen Job Requisitions.
Notes:
- The number of openings for a requisition is displayed in the Number of Openings field in the Job Assignment Details tab of Recruiting > Job Requisitions > Details.
- If you accidentally work on an offer for which there are no more openings, you can still save your work as a template for use in future offers.
When an offer is active, it has one of the following statuses:
- Offer Pending Approval (that is, the recruiter submitted the form and it has entered a workflow)
- Offer Sent
- Offer Accepted
Conversely, when an offer is inactive, it has one of the following statuses:
- Offer Initiated (the form is still in a draft state and not submitted to a workflow)
- Offer Cancelled (the recruiter cancelled an initiated offer before submitting it)
- Offer Unsuccessful - Electronic Signature Failure (the candidate accepted the offer but experienced an error when trying to provide an e-signature)
- Offer Rejected - E-Signature (the candidate rejected the offer by declining to provide an e-signature)
- Offer Rejected - Candidate
- Offer Rejected - Workflow
- Offer Rescinded
- Offer Expired
For example, a candidate accepts an offer for a job requisition that has one opening. If you want to submit a new offer to the same or another candidate on the requisition, you must first update the status of the previous offer from "Offer Accepted" to either "Offer Rescinded" or "Offer Rejected - Candidate" so that the offer is inactive.