To send an "offer" type document:
- Move the candidate to the Offer stage of the recruiting pipeline.
- Click the pen tip icon
on the candidate profile toolbar to select an offer template and get started.
- Users of accounts with Hiring Plan will be asked to open or select a requisition before choosing an offer template.
To send a "simple" type document at any stage:
- Click the 'More actions' menu
- 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, and can have approval workflows and internal signatures.
Preparing the e-signature document
A full-page modal will open from where you can prepare your e-signature document through a three-step wizard.
- 1. Select template
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If multiple e-signature templates exist, you will be requested to choose a specific template to continue with.
Click View to preview the document or Select to proceed with this template.
- 2. Add details
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Next, you’ll fill in the information fields in the template, such as salary, start date and direct manager. The required fields in this form are vital items that are included in the offer documents that will be sent to the candidate. Click Review offer after completing all required information.
To select a different template, simply click on Change template.
Important: For offers, the candidate can no longer sign the document after the Offer Expiration Date passes. If they need more time, you'll need to send another offer to them.
At the bottom of the form, you’ll find any remaining fields not included in the offer document. These 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.
- 3. Review & Send
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In the last step of the process, you can see:
- Who needs to approve and/or sign this document (if it's an "offer" type document and there is an approval workflow in place).
- Click Edit email to preview the email the candidate will receive and make changes to its content.
- A review of the document(s) that the candidate will be requested to sign via the link provided in the email.
You can still make changes to the document at this step. Click Edit details on the upper right to return to the previous step and adjust the fields you filled in earlier. If you’re ready to send the document for approval, click Send offer for approval.
If no approval workflow is in place, clicking the button will send the offer to the candidate immediately.
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
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 right after the offer creation.
When the offer letter is sent to the candidate, an 'Offer' tab 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.
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Accepting the offer
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The candidate should provide their e-signature in one or more document fields as prompted.
Dropbox Sign (formerly HelloSign) offers different options 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).
Candidates can edit their signatures by clicking on them. Once they are ready, they will be prompted to click Continue to complete the process.
For offer documents, after the candidate confirms their signature:
- You’ll receive an email notification
- Their offer status 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 from the Offer and Files tab in the candidate’s timeline
- 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 the Files tab on their profile
- The signed document is also emailed to the candidate as a PDF
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Declining the offer
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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 offer status in Workable will be updated to 'Status: Offer declined' if it was an offer document
Canceling an offer
Canceling an offer is available for the same users who can view and send offer letters. This action will be available in the following offer statuses:
- Pending or rejected approval/signature from the hiring team stakeholders
- Pending an answer from the candidate
- Accepted by the candidate
Action for an offer letter accepted by the candidate:
Action if the member is in the approval flow:
Offer approvers & signers will receive an Inbox item with a request to approve and/or sign an offer. The Inbox item opens the offer details screen, where they can also find the option to cancel the offer.
Once an offer is canceled, the offer status in Workable will be updated to 'Status: Offer canceled' and all candidate followers with rights to see offers will receive an Inbox item for the cancelation.
- If the offer is pending the candidate's signature, they will be informed of the cancelation via email.
- If the candidate has already accepted the offer, they won't be notified.
Resending an offer
If you made an error in the unsigned offer or if the offer expired, you can send a revised offer document to the candidate
If the offer was sent to the candidate, we recommend canceling the old one first so that they are notified via email about the cancelation.
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 overwritten by the new one.
To use an alternate template, click Change template on the upper right of step 2.