Users can submit approval requests for sending an offer from the Candidate Inbox. When a request receives its final approval or is denied, the user who submitted the request will be notified.

Offer approval request

When the Approvals Engine is enabled for your account, then you will have to submit an approval request when you want to send an offer letter to a candidate. This request must be approved before it can be officially sent.

Additional Offer Candidate Journey statuses

All accounts that have Offer Approvals enabled and at least one active Approval Flow will have the following additional statuses for the Offer Candidate Journey stage:

• Create Offer – This is similar to the Send Offer status today. This is the status a user clicks on to open the Offer drawer and fill out its details.
• Offer Approval Pending – The candidate will be automatically moved to this disabled status after a user submits the offer for approval. The offer will stay in this status for the duration of the pending approval state.
• Offer Approval Canceled – The candidate will be automatically moved to this disabled status if the request is canceled. 
• Offer Approval Denied – The candidate will be automatically moved to this disabled status when the request is denied. 
• Offer Approval Approved – The candidate will be automatically moved to this disabled status if the request is approved. 
• Send Offer – The candidate will be automatically moved to this status immediately after they are moved to the Offer Approved status, and they will be sent the offer.

Request process

Users can request to send an offer letter by following the below steps:

1. Open the preferred candidate’s profile.
2. Select the candidate’s status, then Offer Candidate, and then Create Offer from the drop-down menu that opens.
3. The offer details will then display in a slide-out drawer. Update all of the necessary details from the left-hand panel.
4. Select Send Offer.
5. A Request to Send this Offer modal will then appear. If a field displays in this modal, you will either enter an open text response or select the reason from a predetermined list as to the reasoning for this action. If no field displays, move to the next step.
   • Note: For free text responses, you will have a 150 character limit.
6. Once submitted, the candidate’s status will be updated to Offer Approval Pending and their Offer Letter will be listed with an Approval Pending status in their profile’s Hire Details section.

Request cannot be completed

If a Request Cannot Be Completed modal displays, it is due to one of the following:

• Error: The offer was targeted to an approval flow, but there are no approvers targeted for it, including the default approver.
  • Solution: The user should contact their Company/Account Admin to target this offer and assign it to the correct approver in an approval flow.
• Error: This offer was targeted to an approval flow, but there are no approvers targeted for the last level/group of approvers, including the default approver.
  • Solution: The user should contact their Company/Account Admin to target this offer and assign it to the correct approver in an approval flow.

Edit an in-progress approval request

If a request is already pending approval, then an alert banner will display indicating that the approval is already in progress. In addition to this, a Cancel Approval button will display in the bottom right corner of the drawer.

You can edit a request, however, by following the below steps.

1. Update the offer's details in the Offer Details slide-out drawer.
2. Select the enabled Update Offer button that takes the place of the Cancel Approval button.
3. In the modal that opens, confirm that this request is being resubmitted. This means that the approval flow will restart from the beginning with the updated offer details.
   • Note: A Confirm Approval Cancelation modal will display if an offer is pending approval when a user updates the candidate’s offer, but the offer is no longer targeted to an approval. Clicking Confirm will move the approval request to the Completed tab as a Canceled status, and the offer will be sent to the candidate.

Cancel approval request

Approval requests can only be canceled while they are in a pending status. To cancel a request, open the candidate’s offer details and then select the Cancel Approval button in the bottom right corner of the drawer. A modal will display where you will click Continue to cancel the approval.

Hire Details statuses

Offers that are submitted, pending approval, or resubmitted will display their current status next to them for easy reference.

View approval history

You can view a history of all offer approval requests for this offer letter by clicking the clock icon from the top right corner of the Offer Details drawer.