What is Offer Approval and How Do I Use It?

With Offer Approval, you use email to get a candidate's job offer approved. 

Recruiting users can send the offer for approval, and other people can review it and decide if it should be approved or denied.

For more details, see the Offer Approval Introduction.

This guide helps administrators set up and customize the process.

Steps to Customize Offer Approval for My Organization

1. Log in and go to People > Hiring > Applicant Tracking. The Active Jobs screen appears.  

2. At the top, click Admin and then click Approvals.  The Approvals tab appears.

3. The Offer Approval section has these settings:
   • Approval Managers
   • Standard Approval Process(es)
   • Offer Approval Form
   • Offer Approval Request Email

Approval Managers

• When someone requests an offer, it is sent to an Approval Manager to initiate the approval process. 
  • Only Admins or Staffing Users can be Approval Managers, but anyone can be an Approver.
• Click Default Approval Managers or Add Approval Manager to assign Admins / Staffing Users.
• For Per-User Approval Managers, click Is an Approval Manager for these people to assign Standard Users for the manager. The red X deletes the entry.

Standard Approval Processes

After submitting an offer for approval, an Approval Manager initiates the approval process by sending it out to users designated as Approvers. Instead of selecting the Approvers individually each and every time, you can set up approval processes ahead of time.

One common way of setting up approval processes is by department. 

• For instance, if all Sales offers must be approved by the Director of Sales, Vice President of Sales, then the Finance Manager, you can build that in as an approval process. Then, you can easily select this template of Approvers when you have a Sales offer that must be approved.

Recruiting supports both Easy - All at once and Sequential - One at a time for approval processes.

Follow these steps:

1. On the left, click Standard Approval Process(es) and the Default Offer Approval Process(es) screen appears. It could list existing processes, or if none exist like this screenshot, only a link. 
2. Click Create an Additional Offer Approval Process and a popup appears.

3. Enter a Name and select the Process Type for the Offer Approval Process. 
4. Enter a Description as needed and select the Approval Process Types.
5. When you finish, click Create.

Offer Approval Form

• When users request a new Offer Approval, they are asked to fill out a form. You can customize this form with optional and required fields.
• Click and drag fields to where you want the new field to appear.

If you already have a document-based process, moving it to Recruiting is easy. Click Upload a Document, and mark the checkbox to require people to provide documentation. You can set up a fully electronic process later.

Offer Approval Request Email

When the approval process has started, Approvers receive this email when their input is required. Change the template as necessary and use Auto-Fill Tokens to make life easier.

Offer Letters

After you're all set with Offer Approval, it's important to then set up Offer Letters. These features work together to make the offer process easy in Recruiting.

If you have any questions, contact the Recruiting support team.