What Is Offer Management in SmoothHiring?

SmoothHiring's Offer Management module streamlines the process of extending job offers to candidates. Create, send, and track offer letters with integrated e-signature capabilities powered by DocuSign. From compensation details to signed acceptance, manage the entire offer lifecycle within your ATS.

Overview

The offer management workflow in SmoothHiring follows these steps:

1. Create an offer letter for a selected candidate
2. Configure compensation details and offer terms
3. Send the offer for employer and candidate e-signatures
4. Track signature status and completion

Creating an Offer Letter

To create an offer letter for a candidate:

1. Navigate to Jobs in the left sidebar.
2. Click on the relevant job posting.
3. Open the candidate's Applicant Profile.
4. Move the candidate to the Offer stage in the pipeline (or click the offer action).
5. Click Create Offer Letter.

Offer Letter Contents

When creating an offer, you can configure the following:

Additional Compensation

SmoothHiring supports multiple compensation components:

• Base Salary — Annual or hourly base pay
• Signing Bonus — One-time bonus upon signing
• Annual Bonus — Performance-based annual bonus
• Commission — Sales or performance commissions
• Equity / Stock Options — Equity compensation details
• Relocation Assistance — Relocation package details
• Other — Custom compensation components

Offer Letter Templates

SmoothHiring provides offer letter templates that you can customize with your company's specific terms and branding.

Using Templates

1. Navigate to Settings → Tools & Automation → Email Templates.
2. Click on the Offer Letter template category.
3. Select an existing template or create a new one.
4. Edit the template content using the rich text editor.
5. Use merge fields to auto-populate candidate and offer details.

Available Merge Fields

Merge fields automatically insert candidate and offer data into your letter:

• {{candidate_name}} — Candidate's full name
• {{job_title}} — Offered position title
• {{start_date}} — Proposed start date
• {{salary}} — Base compensation amount
• {{company_name}} — Your company name
• {{hiring_manager}} — Hiring manager's name

Tip: Create multiple offer letter templates for different role types (full-time, contract, executive) so your team can quickly select the right one. See Offer Letter Templates for details.

E-Signatures with DocuSign

SmoothHiring integrates with DocuSign for legally binding electronic signatures on offer letters.

Connecting DocuSign

1. Go to Settings → Account → Connected Apps.
2. Find DocuSign in the integration list.
3. Click Connect and authorize SmoothHiring to access your DocuSign account.
4. Once connected, you'll see a green Connected indicator.

Signature Workflow

The e-signature process follows this order:

1. Employer Signature — The authorized company representative (hiring manager or HR) signs the offer letter first.
2. Candidate Signature — The candidate receives the offer letter via email and signs electronically.
3. Completion — Once both parties have signed, the offer is marked as complete. Both parties receive a copy of the fully executed document.

Tracking Signature Status

You can track the signature status from the candidate's profile:

Managing Offers

Viewing All Offers

To see all offers across your organization:

1. Navigate to the job's applicant list.
2. Filter by the Offer pipeline stage.
3. View offer status for each candidate.

Rescinding or Modifying an Offer

If you need to modify or rescind an offer:

1. Open the candidate's profile.
2. Navigate to their offer details.
3. Create a revised offer letter with updated terms.
4. The new offer supersedes the previous one.

Important: Once a candidate has signed an offer, modifications require a new offer letter to be created and signed by both parties.

Offer Best Practices

• Move quickly — Top candidates often have multiple offers. Send offers within 24–48 hours of the final interview.
• Include all details — A comprehensive offer letter reduces back-and-forth negotiation.
• Set a reasonable expiration — Give candidates 3–5 business days to respond.
• Communicate personally — While the system sends automated emails, a personal phone call from the hiring manager before the formal offer builds excitement.
• Track offer acceptance rates — Monitor your offer-to-hire conversion rate to identify issues in your compensation or candidate experience.

Related Pages

• Offer Letter Templates — Create and manage offer letter templates
• Onboarding — Set up onboarding for accepted offers
• Integrations — Connect DocuSign for e-signatures
• Compliance & Security — Legal and compliance considerations