With offer templates and approval flows, you can customize the offer documents you send to potential employees, as well as the approval process for making an offer.
Offers and Offer Approvals are available to customers on Business and Pro plans.
Admin permission is required to create templates and approval flows.
Hiring Manager or Admin permission is required to send and approve offers.
In this article:
How to create an offer approval flow
With optional offer approvals, you can require approval from one or more people before sending an offer to a candidate. You can set up multiple approval flows, then choose the one you need for each offer template you create.
Admins can create and edit approval flows in their Recruiting Preferences.
To require offer approval from any Admin:
Click the gear icon ⚙️ in the left sidebar.
Hover over Recruiting Preferences and click Approvals.
Scroll to Offer Approvals.
Select Approval is required to send offers.
Click + Approval Flow.
Enter a name for the approval flow.
Select Any Company Admin may approve.
Click Save Changes.
To create an approval flow:
Click the gear icon ⚙️ in the left sidebar.
Hover over Recruiting Preferences and click Approvals.
Scroll to Offer Approvals
Select Approval is required to send offers.
Click + Approval Flow.
Enter a name for the approval flow.
Select Ordered list (chain) of approvers.
Enter the names or email addresses of the people you’d like to include. Each person you add will appear in a list under Approvers.
Click and drag the names in the list to change the order. Approvals will be requested in this order.
Click Save Changes.
If you require offer approval from any Admin, every Admin on your account will receive an email request for approval, but any one of them can approve.
If your position has an approval flow, the first person in the chain will receive the request. Once that person has approved, the next person in line will receive the request and so on, until everyone in the chain has approved.
How to create an offer document
The offer template includes an email message and an attached offer document. You (or your HR team) will need to create a document in .docx format that you can upload to Breezy when you create the offer template.
Offer variables
Your offer document should contain your standard offer letter and can include variables to customize the info that’s provided with an offer. Variables are like “fill in the blank” spots where Breezy will add information about a specific position or candidate. You can include variables that match fields in Breezy, or custom variables so you can add your own details when you send the offer.
To include variables in your document, enter the name of the item or field with no spaces, surrounded by two square brackets, like this: [[some_variable]].
The following variables are detected automatically and will be filled with info from the position or profile:
[[company_name]]
[[position_title]]
[[candidate_name]]
[[sender_name]]
You can add any other custom variables you need and fill them in when you generate an offer. For example:
[[manager_name]]
[[manager_title]]
[[salary]]
[[start_date]]
[[work_location]]
[[training_location]]
[[training_contact]]
[[hr_contact]]
Supported Fonts
The following fonts are supported in Breezy offers by default. If your offer document includes these fonts, they’ll be displayed as expected.
Helvetica
Times New Roman
Courier
Georgia
Serif
Verdana
Sans-serif
Lucida Console
Monospace
Tahoma
Trebuchet MS
Garamond
Brush Script MT
If your offer document includes non-standard fonts, they’ll be replaced with one from the list. If you’d like to preserve your original fonts, you can embed the font in your .docx file before uploading it to Breezy.
💡 Example! Download an example of how to create and format your offer document.
How to create an offer template
The offer template includes an email message that will be sent with the offer, plus the offer document (as a .docx attachment) and the offer approval flow, if any.
Admins can create an offer template in their Recruiting Preferences.
Click the gear icon ⚙️ in the left sidebar.
Hover over Templates and click eDocuments.
Click + eDocument.
Enter a name for the template.
Choose Offer under Document Type.
Under Attach Document, choose the .docx file you’ll use as a template. The variables detected in the document will be displayed.
Choose an approval flow from the Offer Approvers dropdown, if needed.
Click +Signer and enter a name or role to add signers, if needed (the candidate is included by default).
Click the Expiration dropdown to choose an expiration time for the document—7, 14, or 30 days after sending the offer, or Never.
To move the candidate to a new stage after signing is complete, click the Move one completion toggle and choose a stage from the dropdown.
Choose a folder to save the template in, if you like.
Click Save & Configure to customize the offer document.
Notes:
By default, offers expire if they’re not completed within 7 days of being sent to a candidate. You can change the expiration time on an existing template, but offers that have already been sent will expire at the original setting.
You can save a maximum of 300 Electronic Document templates, including both offers and eSignature requests.
Your document will open so you can add the fields you need the signer(s) to complete. You can choose from several types of fields—not just a signature.
To customize an offer template document:
Click the Signers dropdown to choose which signer to assign fields to.
Click a field on the left sidebar to add it to the document.
Click and drag the field to move it to the correct spot.
Customize the settings for the field in the right sidebar.
Repeat for all signers and fields.
Click Save Template.
Now you can customize the email message that will be sent with your offer document attached.
Edit the email subject line, if you like.
Compose your message, using variables and custom fields as needed.
Click Save.
How to send an offer
Hiring Managers can send an offer from a candidate’s profile.
Open the candidate’s profile.
Click the More icon (three dots) near the top-right corner of the window.
Click Send Offer.
Choose an offer template from the dropdown.
Click Continue to review and update the signature document.
Review and add offer details, then click Generate.
Add extra signers, if required.
Review and edit the subject line and email message as needed.
Click Continue to review and send the offer document.
If approval is required, you can include a message for the approvers, then click Request Approval.
💡 Tip: As easy as an email!
You can send offers from the Email/SMS tab, too. Just compose a new message and click the +Insert menu to find the offer template you need.
Sending offers that require approval
If your offer requires approval, you’ll be prompted to Request Approval when you generate the offer. You can add a message or attachment for the approver if you like.
You can check the status of the offer approval, and cancel or resend the request, in the Documents section of the candidate’s profile.
To cancel an approval request:
Open the candidate’s profile.
Click Documents near the top-left corner of the screen.
Find the offer and click Cancel.
To check the status of each approver, or resend an approval request:
Open the candidate’s profile.
Click Documents near the top-left corner of the screen.
Find the offer and click View. A list of approvers will be shown, with the status of their individual requests.
Click the Resend icon (envelope) next to an approver’s name to resend the request.
Once approved, the offer will be sent to the candidate, the offer status will be updated to Sent. Waiting For Response, and the offer email will appear in the conversation history on the candidate’s profile.
The candidate experience
Once the offer is approved and sent, the candidate will receive an email with a link to the offer document. They can follow the prompts in the email and the document window to digitally sign and return the offer letter.
How to access signed offers
You’ll be notified by email when the candidate has signed the offer document and the offer status in the candidate’s profile will be updated to Accepted.
You can view and download a PDF of the signed offer letter right from the email, or in the Documents section of the candidate’s profile.
