Sending documents and offer letters to candidates for their eSignatures is a great way to optimize your recruitment and speed up your processes.
After you have previously activated your eSignature provider and you have your offer and document templates ready, it is time to start sending your documents to candidates for their eSignatures.
The main difference between offers and documents is that offer letters can only be sent from the Offer type stage, while documents from all available stages of your job pipelines.
Sending eDocuments to candidates
Click on three dots and select the Send documents for signing option.
Select the document template you want to use and send to the candidate for his/her digital signature.
The next step will be to prepare the document before you send it to the candidate. You will need to fill out the default fields and potentially your Internal variables.
💡The optional Internal variables will depend on how the template was edited under your Offers & eSignature settings.
You can also define your eSignature tag values for tags you have previously added to your document template.
In the next stage, you can customize the email message that will be sent to the candidate and to which the eSignature document is attached.
By clicking the Send button, the document will be sent to the candidate's email address for his/her digital signature.
After a document is sent to a candidate, it will appear as an activity on the candidate's activity feed in the Waiting for candidate signature status.
After the document is signed by the candidate, it will change status to Signed and the updated document will be attached to that activity.
Sending Offer letters to candidates
After you move a candidate to the Offer stage of a job, you will have the option to send them Offer letters for them to sign digitally.
💡The main difference is that offer letters can only be sent from the Offer type stage, while documents can be sent from all available stages of your pipeline.
For offer letters, you can also specify the approval workflow that the offer letter first needs to go through before it is sent to a candidate. After it gets approved by your company's stakeholders, it is then sent to a candidate for him/her to sign digitally.
Click on the Send job offer button to start editing and preparing your job offer
The next step is to select an offer template you have previously defined under your Offers & eSignature settings.
The next step will be to prepare the offer before you send it optionally for approval and eventually to the candidate.
You will need to fill out the default fields and potentially your Internal variables.
💡The optional Internal variables will depend on how the template was edited under your Offers & eSignature settings.
You can also define your eSignature tag values for tags you have previously added to your document template.
In the next step, you can customize the email message that will be sent to the candidate and to which the offer letter is attached.
By clicking the Send button, the document will be sent to the candidate's email address for his/her digital signature.
💡In this step, you can also see if the Offer template has an approval workflow attached or if it will be directly sent to a candidate, without it being previously approved by your company stakeholders.
After clicking on the Send button, the offer will be sent for approval or directly to the candidate so he/she can sign it digitally.
Here you can find more information about different statuses after an offer letter was sent.