Sending e-signature documents

To send an "offer" type document:

• Move the candidate to the Offer stage of the recruiting pipeline
• On the Timeline toolbar, click the pen tip icon to select an offer template and get started.

To send a "simple" type document at any stage, click the three dots menu and choose Request e-signature.

There are key differences between simple and offer documents. Notably, job offers: are always sent in offer stages; feed into budget reporting; can have approval workflows and internal signatures.

 

Preparing the template

If there are multiple e-signature templates, you’ll be able to preview them and choose a specific template to continue with. Users of accounts with Hiring Plan will be asked to open or select a requisition before choosing an offer template. 

Click View to preview the document or click on the template name to choose to proceed with a template.

Next, you’ll fill in the information fields contained in the template such as salary, start date and direct manager. The required fields in this form are key items that are included in the offer documents that will be sent to the candidate.

At the bottom of the form, you’ll find any remaining fields that are not included in the offer documents, but that can be filled out if you’d like to have the information for internal reference. The candidate will not see these details. This option is not available for simple type documents.

 

Editing the document email

Once you have prepared the template, you will see a preview of what the candidate will receive. The candidate will receive an email from you that contains a link to sign a document based on what you prepared.

The subject line of the email will be “An offer from [company] for [job]” for offers and "An e-signature request from [company] for [job]" for simple documents. This cannot be changed, however, if you need to make changes to the content of the email, click Edit email. 

At this stage, you can still make changes to the document. Click Make changes at the bottom left to return to the previous step and adjust the fields you filled in earlier. If you’re ready to send the document to the candidate click Send to candidate.

 

Document details and status

🔎 For offer documents you can also set up approval workflows. This means the candidate will receive the offer only after all approval groups have confirmed the offer details. Without an approval workflow, the candidate will be contacted as soon as the offer is sent.

When the offer letter is sent to the candidate, an 'Offer' section will be added to their profile including:

• The status of the offer, citing whether or not the candidate has accepted and signed
• The offer details that you inputted
• A link to download a PDF copy of the unsigned offer document, as well as individual links to download any additional signable documents included in the template

 

Receiving an e-signature document as a candidate

When the candidate receives the email they can click on the included link to open the document in Dropbox Sign (formerly HelloSign). The transition is seamless - they won’t need to log in or follow special instructions.

Accepting the offer

The candidate will need to provide their e-signature in one or more document fields as prompted.

There are different options in Dropbox Sign (formerly HelloSign) to make signing the offer quick and easy. The candidate can either sign separately in any field of the offer as required by the hiring team or sign the document once and select to have the signature filled automatically in all pages and fields (Insert everywhere button). 

Clicking on the signature enables candidates to edit it. Once ready they will be prompted to click Continue and complete the process. 

For offer documents, after the candidate confirms their signature:

• You’ll receive an email notification
• Their profile in Workable will be updated to 'Status: Offer accepted'
• The offer document in Workable will be updated to include the candidate’s signature and you can download the signed file by navigating to the Files tab at the top of the candidate’s timeline or from the offer details section
• The signed offer letter will be sent to the candidate as an email attachment (PDF document) 

For simple documents, after the candidate signs:

• You’ll receive an email notification
• The signed document is added to their Timeline and to the Files tab on their profile
• The signed document is also emailed to the candidate as a PDF

Declining the offer

If the candidate does not want to accept this offer they can decline by clicking the three dots in the upper left corner of Dropbox Sign (formerly HelloSign). If the candidate chooses to do this:

• You’ll receive an email notification
• The candidate’s reason for declining will be added to their Timeline
• Their profile in Workable will be updated to 'Status: Offer declined' if it was an offer document

 

Resending an offer

As long as the candidate has not signed the offer, you can send a revised offer document to them. We recommend proactive communication with the candidate in these cases.

If you made an error in the unsigned offer, or if the offer expired, click the stamp icon to prepare a new offer letter. Once the new offer letter is sent, the previous offer document will become inactive and will be overwritten by the new one. 

It is not possible to retract an offer once it is sent. If an offer is sent in error, follow up with the candidate via email or phone.

If the candidate has already signed the offer, contact us for further assistance.