How do offers work in JobScore?

When you decide you want to hire a candidate, JobScore can help you create and send them an offer letter to review and sign.  To create an offer letter, you'll first need to set up an offer template. Learn more about offer templates >>


Offer workflow

Every offer you create in JobScore goes through a set of offer-specific workflow stages that are independent from the candidate workflow.  Offer workflow stages include:

DRAFT

All offers start in draft.  Draft means that the offer has been created, but you haven't shared it with the candidate yet.

EXTENDED

The offer has been shared with the candidate: verbally, by email or through a connected e-signature program.

ACCEPTED

The candidate has accepted an offer, either verbally, by returning a signed copy of the offer letter or signing an offer letter through a connected e-signature program.

REJECTED The candidate said no to your offer
RESCINDED You have withdrawn the offer from the candidate.

All offer workflow changes are recorded in the history for the both the candidate and the job.


Creating offers

To get started visit the candidate’s profile and change the candidate's workflow stage to “Offer"  

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You can only make an offer to a candidate for a specific job. If you don't see the job you want on the candidate's record, please assign them to the job. Next choose the offer template you want to use:

 

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You'll see a form asking for the information needed to generate an offer letter document.  Some of the fields in the form will be pre-populated with information about the candidate (first name, last name) and the job (title, location).

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Finish filling out the form and preview the offer letter if you like.  When you click save an offer letter file will be generated.

Now that you have an offer letter, it's time to send it to the candidate to review & sign.  If you don't want to send the offer right away, you can come back to the candidate's record and send it later.

JobScore is building a feature to ask team members to review and approve offer terms before they are sent to candidates.  Please contact support@jobscore.com if you would like to participate in the offer approvals beta.

Sending offer letters to candidates as an email attachment

Get started by clicking the "send offer" button in the view offer lightbox:

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JobScore will prompt you to send the offer letter to the candidate as an attachment for them to print, sign, scan and return by email:

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This message will be sent as a private email so only the appropriate people can see it.  When you hear back from the candidate you can come back and mark it as rescinded, rejected or accepted.

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If the candidate accepts, there's a place for you to load the signed offer letter the candidate sent you in the hire candidate form:

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Sending offer letters to candidates through an e-signature program

When you activate the JobScore DocuSign integration or Adobe Sign integration you'll still be prompted to email the offer to the candidate, but instead of sending an attachment to download and sign, the candidate will be asked to click on a link which will take them to the e-signature program, where they can review and e-sign their offer letter online:

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When a candidate electronically signs an offer, it will automatically be moved to the accepted offer workflow stage. The user who sent the offer will be notified by email that it was e-signed.  This email notification also prompts the user to mark the candidate hired in JobScore:

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If you don't click to hire them right away from the email alert, there's a prompt to do so at the top of the candidate's record:

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E-Signed offer letters are automatically inserted into the hire candidate form:

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Pretty cool, right?  Instructions on how to activate the DocuSign integration are here and the Adobe Sign integration are here.

Re-sending offers

Whether you send your offer letter as an attachment or an e-signature link, sometimes you need to remind the candidate to sign it.  To re-send an offer letter, visit the candidate's record, click to view it and then and click the re-send offer button:

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Editing offers

There are two ways to edit offers in JobScore. The first type of edit is to change the terms of the offer, which includes offer fields like the candidate's start date and the compensation amount. When you edit an offer this way, a new offer letter is generated that replaces the old one.  To edit this way click the edit offer link:

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The second way leaves the offer fields the same but allows you to change the text of the offer letter document.  To edit the second way, click to view the offer, download it, make edits using your text editor and then reload the file into JobScore, like this:

Animated .gif of preview offer letter, hover on download, click to download, open in word, small text edit, save, reload letter

This second way makes it easy to make small changes to offer letters without having to create a new offer template every time.


Offer permissions

The ability to add, view, edit and send offers is controlled at the job level based on users who have confidential access for the specific job.  The confidential access list always includes all users with the owner and admin access levels in your account, but you can add additional users on a case-by-case basis per job.  This editable user list can be found in the job details area:

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Learn more about confidential access >>


Offer reminders

JobScore surfaces offers in the draft, extended and accepted stages on both individual candidate records and on the homepage:

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Click on these notifications to view the offer and take next steps.


Offer reports

To generate a report of all offer activity, go to Reports > History and filter by offer actions, like this:

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Offers and hired candidates

You can find offer details and signed offer letters in the hire information area on candidate records:

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If, for some reason, you mark the candidate hired before you have a signed offer, you can always come back to their record, edit their hire information and load the signed letter after you mark them hired in JobScore.

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This will also gracefully accommodate any changes to terms after a candidate accepts a job offer.

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