# 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

![Offer letter templates](/files/flow-offer-letters213f66.png)

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:

| Field | Description |
|---|---|
| **Job Title** | The official title for the offered position |
| **Department** | Department or team the candidate will join |
| **Start Date** | Proposed employment start date |
| **Compensation** | Base salary, pay frequency, and currency |
| **Additional Compensation** | Bonuses, equity, signing bonuses, commission |
| **Employment Type** | Full-time, part-time, contract, etc. |
| **Work Location** | On-site, remote, or hybrid arrangement |
| **Offer Expiration** | Deadline for the candidate to respond |
| **Custom Terms** | Any additional offer terms or conditions |

### 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](/help/resources/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:

| Status | Meaning |
|---|---|
| **Draft** | Offer created but not yet sent for signatures |
| **Pending Employer Signature** | Awaiting the employer's signature |
| **Pending Candidate Signature** | Employer has signed; awaiting candidate |
| **Completed** | Both parties have signed |
| **Declined** | Candidate declined the offer |
| **Expired** | Offer expired before candidate responded |

---

## 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](/help/resources/offer-letter-templates) — Create and manage offer letter templates
- [Onboarding](/help/interviews/onboarding) — Set up onboarding for accepted offers
- [Integrations](/help/integrations-compliance/integrations) — Connect DocuSign for e-signatures
- [Compliance & Security](/help/integrations-compliance/compliance) — Legal and compliance considerations