Recruitment Offers and Acceptance for Candidates via Recruitment

This article explains the process for Company and Recruitment Administrators to extend an offer to a candidate and how the contract offer acceptance page functions when an offer originates from the Recruitment Module.

Making an Offer to a Candidate

Recruitment and/or Company Administrators can use contracts uploaded in the contract library to make offers to candidates. Offers can only be made to candidates who are within the Shortlist or In Progress Statuses

To make an Offer to a candidate:

1. Click Recruitment from the left hand navigation menu and either click onto My Requisition (if you are the requisition owner), alternatively click onto Requisitions 

2. Find the respective requisition and to make an offer, first navigate to the specific requisition and locate the candidate. Find the candidate you intend to make the offer to from this list. Alternatively, you can search for the candidate where you want to make an offer in the Search Candidate Name search bar.

3. Click Actions > Make an Offer

4. The Offer - Details page will appear and enter the Offer details as required.

1. Manager: the proposed manager for the position being offered

2. Position: the Selected Position name when the requisition was created.

   ⚠️	Position-Led Customers have the ability to Edit the Position when making an offer.  For Further information on this, please refer to Position Led: Editable Position Field in Recruitment Offers

3. Department: Select a department
4. Job Type: the selected job type when the requisition was created
5. Location: Select a location
6. Salary figures: Salary benchmarking is setup on the position level (Administration > General > Positions > Salary benchmarking) 
7. Salary Budgeted: Salary figure budgeted for position
8. Salary Offer: Enter the salary offered to candidate
9. Start Date: Enter the proposed start date for the candidate

10. Contract(s): Select the contract(s) you would like to send to the candidate 

    ⚠️

    To allow the system to display a Contract under the Personal Details > Contracts tab, you are required to select a contract that has been setup under the Contracts Library (Administration > General > Contracts Library). Fail to do so will result in no contract displayed for External Candidates if converted, as well as Internal Candidates.

11. Approvers: This will allow you to select or view the approvers as per the Offer Approval settings within recruitment workflow
12. Offer note: A general note when making the offer for reference
13. Click Next to edit and/or preview the Contract Template(s) being submitted as part of the Offer to the candidate

5. You will then see a preview of the contract, and you can add any available placeholders that are either default or from the Contract Placeholder Library (Administration > General > Contract Placeholder Library) 

6. Edit a contract template that was uploaded, click the Download button to download the Contract Template and make your changes if desired. Upload a new Contract Template, click the Upload .DOCX button to select the Word document that you want to upload if desired

7. Click Next to proceed to entering the details for the Offer Message that will be sent to the candidate along with the offer.

1. Reply to: Select who you would like the user to reply-to
2. To: Name of the candidate
3. Cc: Choose the individuals you want to copy on the email, making them visible to all recipients.
4. Bcc: Select the individuals you wish to copy on the email without making their names visible to other recipients.
5. Subject: A subject of the email
6. Message: The content of the email

7. Attachments: Any supporting documentation you wish to add. (This option needs to be enabled within Offer tab of recruitment workflow)

   ⚠️	Please note that any documents attached to a candidate's profile will not be transferred to their user profile upon conversion. These documents will remain visible only within the candidate's profile in the Recruitment module.

8. Click Next to view a final preview before finalizing the offer

8. Do a final check of the preview to ensure all details are correct and any available attachments. Click Submit 

9. A confirmation message will appear at the top, indicating that the offer has been submitted. However, it has not yet been sent to the candidate.

Viewing Offers made in a Requisition

1. Navigate to Recruitment → Requisitions → open the requisition → Offers tab to see all offers and their current status; use Actions → View to open the full offer record.
2. Approvers and Recruitment/Company Admins can open View to see the offer’s details (position, job type, selected contract, attachments) and take action where permitted (Approve/Reject, Send Offer Email).

You can also access an individual candidate’s offer from the candidate profile within the requisition (Offers section), where Send Offer Email is available when appropriate.

To confirm the offer email was sent, open the candidate’s profile → Messages; the sent offer email appears in their message history.

Withdrawing an Offer

How to withdraw an offer:

1. Open the Requisition, then go to the Offers tab.
2. Locate the candidate’s offer and open the Actions menu. Choose Withdraw Offer and confirm.

What happens after withdrawal:

• The candidate will no longer be in an active Offer flow for that requisition, which allows you to proceed with downstream actions such as finalising the requisition (finalisation is blocked while any candidate is in Offer status).

Offer Approval Process

The Offer Approval Process is determined by the respective Recruitment Workflow that is linked to the Requisition Position. To learn more about this, refer article: Recruitment Workflows.

1. Approvers can Approve or Reject Offers by navigating to Recruitment > Offer Approval > Offers > View. Within this section, approvers can review any pending offers as well.

2. Once you click View, the offer details will be presented

3. The Approver can then Approve or Reject the Offer, requiring to enter a comment.

4. If approved, you then have the ability to Send offer email to the candidate. This can be done 3 different ways:

• Through the Offers tab in the requisition > Actions > Send Offer Email
• Alternatively, you can click onto the Candidates > Actions > Send Offer Email
• Click onto the Candidate Profile via the Requisition > Offers > Actions > Send Offer Email

3. Once you click Send offer email, a preview will pop-up and click Send and a confirmation message will appear to confirm this has been sent.

✔️	You are able to make sure that offer email has been sent to the candidate by going into Messages section of the candidate profile, alternatively you can view this in the Offers tab

Accepting an Offer as a External Candidate 

When an offer is issued to a External candidate, the candidate must log into their candidate profile and view the Offers section which is where they require to click View

A preview of the offer will appear and the external candidate can Accept or Reject the Offer

If the external Candidate accepts, a pop-up will appear where they require to enter their Full Name and either Draw or Type their signature. Additional documentation can be attached and then they would click Accept and Sign

A confirmation message will appear noting that the contract has been accepted

Accepting an Offer as a Internal Candidate

When an offer is issued to a Internal Candidate via the Recruitment Module, the internal candidate will require to log into their ELMO User profile and accept the offer by accessing the Careers tab on the left panel.

1. Navigate to Careers > My Offers > View
2. The Internal candidate will then see a preview of their contract and can Accept or Reject the Offer

3. If the Internal Candidate accepts, a pop-up will appear where they require to enter their Full Name and either Draw or Type their signature. Additional documentation can be attached and then they would click Accept and Sign.

   

4. A confirmation message will appear noting that the contract has been accepted
5. The Employee can then view their contract under their user profile under the Personal Details tab

Accept / Reject an Offer on behalf of the Candidate

If the contract needs to be accepted on behalf of the candidate, the Company Admin or Recruitment Admin can easily do this by:

1. Navigating to the Requisition > Offers tab > Actions > Accept / Reject 

Alternatively this can be also done on the Candidates tab

2. The Contract Acceptance popup box should appear on the screen so the company Admin user can enter a Reason and Full Name will be required to be entered and click Accept or Reject offer on the candidates behalf.

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Converting candidate to General or Onboarding User profile

Once the offer has been accepted, within the requisition you have the ability to convert the candidate to a General or Onboarding User. 

Clicking either option will then display a pop-up box, where you have the ability to assign an onboarding workflow or skip this step

Then, any required information needs to be entered and click Save to create the user

As soon as the candidate profile is converted to an onboarding or general system user, the candidate's Address, Home Phone Number and Mobile will automatically populate against their HR Core profile > Personal Details tab.  

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Audit Log of Contract Acceptance

The Audit Log function gives Company Administrators the ability to view records of how the contract was accepted. There are various different ways of accessing this information:

1. Via the Requisition:

2. Access all contract acceptance related information under the user profile, click Download PDF with Audit Log. This will download a copy of the contract as a PDF file

This will download a copy of the contract as a PDF file and you can view the Audit Log section to see the details:

• Accepted by
• Full Name
• Signature (Type or drawn)
• Downloaded Date / Time
• Message
• Accepted IP