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Recruiting: Offer Letters Setup

Describes how to setup the Offer Letters feature in Recruiting.

TURN ON OFFER LETTERS

Important: 

  • Offer Approval must be turned on first.
  • You must be an Administrator to perform this task. 
Follow these steps to turn on Offer Letters: 
  1. In Recruiting, click Admin and then click Approvals.
  2. On the left in Offer Letters, click Settings
  3. In the Enable Offer Letters section, click the radio button next to Enable Offer Letters.

OPTIONS FOR ELECTRONIC SIGNATURES

  • To give your candidates the option to electronically sign your offer letters, you can either connect to a DocuSignaccount, or choose our free Paycor E-Signature option.
  • The Paycor E-Signature option is selected by default and no further set up is required to use this feature.
  • A key difference between Paycor E-Signature and Docusign is Docusign has the option to have a Company Signer. With Paycor E-Signature, only the candidate can sign the Offer Letter.

Follow these steps to connect to a DocuSign account:

  1. In Recruiting, click Admin and then click Approvals.
  2. On the left in Offer Letters, click Settings
  3. In the DocuSign Account section, click Login to Docusign and sign in with your DocuSign account credentials.
  4. Select anyone who should be notified of Offer Letter changes or inactivity in DocuSign.

REQUIRE A COMPANY SIGNER

Access the DocuSign section, and in the DocuSign Company Signer section, click the radio button next to Required (Recommended)

Note: We recommend always keeping this setting turned On.

ALLOW NON-ADMIN USERS TO SEND OFFER LETTERS

Here are the settings for sending Offer Letters in Recruiting:

  • Admins can always send Offer Letters.
  • Staffing Users and Standard Users must be specifically authorized. 
  • For security reasons, non-Admin users cannot view every offer in Recruiting. In many cases, these users are prohibited from accessing and viewing Offer Approval details.
  • As a general rule, if you want to allow a Staffing or Standard User to send Offer Letters, they must be added to the Offer Approval process.

To enable non-admin users to send Offer Letters: 

  1. In Recruiting, click Admin and then click Approvals.
  2. On the left in Offer Letters, click Settings
  3. In the Sending Offer Letters section, next to Who can Send Offer Letters, mark the check box next to Specific.

CREATE AN OFFER LETTER TEMPLATE

Offer Letter Tokens:

  • Offer Letters contain tokens to automate candidate or job-specific customization. Recruiting has many default tokens to pull everything in from a candidate's first name to a stock option range.
  • Custom tokens can be added for additional info. For example, a paragraph about optional contract terms might need to be included in some offers but not others.
  • Even custom Budget Fields can be pulled in. If the Budget Field is called Computer, then you can add a token called {COMPUTER}.
  • Recruiting uses existing info to fill in the Offer Letter whenever and wherever possible.
  • To view a list of Offer Letter Tokens: 
    • In Recruiting, click Admin and then click Approvals.
    • On the left in Offer Letters, click Offer Letter Tokens
    • On the right side, click View Offer Letter Tokens. This displays a continuously updated list of tokens available to you.
    • In this section you can also: 
  • Download a Sample Offer Letter Template 
  • Create a New Custom Token
Note for DocuSign users: Signature tokens ({SIGNER SIGNATURE} & {CANDIDATE SIGNATURE}) must appear in white font in the Offer Letter template itself. This allows the token font to blend in with the page so it is not visible when your electronic signature is added.

Offer Letter Templates: 

  • Templates are always .docx files from Microsoft Word.
  • By recognizing tokens in the templates, Recruiting can automatically generate Offer Letters for different candidates.
  • Any combination of tokens are considered valid.
  • Follow these steps to create a template:
    • In Recruiting, click Admin and then click Approvals.
    • On the left in Offer Letters, click Offer Letter Templates
    • Start with the Sample Offer Letter Template or use an existing Offer Letter from your company.
    • Using Microsoft Word, assemble the desired template with tokens and then  click Upload New Template.
    • Enter a useful Name and Description for each template. 
      Note: Recruiting alerts you if the system detects any errors with the template or the tokens.
    • To PreviewEditDownload, or Delete a template, click the appropriate buttons.

ADD ATTACHMENTS TO SEND WITH OFFER LETTERS 

  1. In Recruiting, click Admin and then click Approvals.
  2. On the left in Offer Letters, click Offer Letter Attachments
  3. On the right side, click Add an Attachment. This is a quick and convenient way to include other documents like a company handbook PDF.

05/10/24 427 views


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