1. Implementing Recruiting
  2. Configure the Candidate Selection Process to Bypass Extending Offers

Configure the Candidate Selection Process to Bypass Extending Offers

You can configure a candidate selection process to bypass extending offers to candidates. When this candidate selection process is used in a job requisition, the Offer Team will indicate if the offer is accepted or declined without the need for any online communication to or from the candidate.

Here's what to do

  1. Configure the Candidate Selection Process to Bypass Extending Offers
  2. Associate the Candidate Selection Process to Requisitions
  3. Configure a Notification for Offer Acceptance
  4. Provide an Accepted Offer Letter to the Candidate

Configure the Candidate Selection Process to Bypass Extending Offers

You need to configure the candidate selection process to skip the standard offer extended capabilities.

  1. In the Setup and Maintenance work area, go to:

    • Offering: Recruiting and Candidate Experience

    • Functional Area: Candidate Job Applications

    • Task: Candidate Selection Process Configuration

  2. On the Candidate Selection Process Configuration page, create a process or open an existing one.

  3. Click the Offer phase.

  4. Click Edit next to Phase Details: Offer.

  5. Select Yes for the option Bypass Extending Offer.

  6. Click Save.

Associate the Candidate Selection Process to Requisitions

To enable a given job requisition to not send any communication to candidates, recruiting users need to select a candidate selection process which is set to bypass extending offers. This is done in the Configuration section of a job requisition. When this candidate selection process is used in a requisition, every candidate on that requisition will move from Offer - Approved directly to Offer - Accepted. The Offer Team will indicate whether the offer is accepted or not without the need for any online communication to or from the candidate.

Configure a Notification for Offer Acceptance

When a job application's lifecycle is configured to bypass extending offers and to allow the Offer Team to control all offer-related communications directly with candidates, no standard notifications are sent when extending nor accepting the job offer. But recruiting users might want to inform other users when each acceptance is recorded, or might even want to thank the candidate directly. Both of these notifications can be configured as follows.

Notify the recruiter or hiring manager: In the candidate selection process, you can configure an alert to be sent to the recruiter or hiring manager, or both. The standard job application review message from the Alerts Composer tool is sent once a day informing these recipients that there are new job applications to review that have reached the status Offer - Accepted, and including a hyperlink to reach the list of them.

Note: This alert can be triggered to review other job applications reaching other phases and states too. So it might not be desirable to configure the content of this message to mention offers specifically.

  1. In the Setup and Maintenance work area, go to:

    • Offering: Recruiting and Candidate Experience

    • Functional Area: Candidate Job Applications

    • Task: Candidate Selection Process Configuration

  2. On the Candidate Selection Process Configuration page, click a process.

  3. Click the Offer phase.

  4. In the States for Phase: Offer section, add the Send Notification action to the Accepted state.

  5. On the Action: Send Notification page, select the members of the Hiring Team who will receive the notification: Recruiter, Hiring Manager, or both. They will receive the standard review notification as configured in Alerts Composer.

  6. Click Continue.

  7. Add any conditions.

  8. Click Save and Close.

Notify the candidate: In the candidate selection process, you can configure an offer-related notification to be sent to the candidate after the offer is accepted. Reaching the desired phase and state triggers sending a specific message that you configure in the Recruiting Content Library. You first create a notification, then define when each candidate will receive that alert within the candidate selection process.

To create the notification:

  1. In the Setup and Maintenance work area, go to:

    • Offering: Recruiting and Candidate Experience

    • Functional Area: Recruiting and Candidate Experience Management

    • Task: Recruiting Content Library

  2. On the Recruiting Content Library page, click Create.

  3. On the Create Content Item page, enter a name and a code, select the category Automated Job Application Notification, and indicate if the notification is for internal candidates, external candidates, or both.

  4. Enter the subject and text for the message. Rich text features are available to format the text. You can insert tokens such as the name of the requisition (which is preferable to the name of the offer), the work location, the proposed start date if you want.

    You can use the token JobOfferDetailsCandidateDeepLinkURL to view the offer letter online. You insert this token only if the recruiting users will be configuring an offer letter in each offer for each candidate, otherwise the candidate will have a broken link when they receive this message.

  5. Click Save and Activate.

To define who will receive the notification:

  1. In the Setup and Maintenance work area, go to:

    • Offering: Recruiting and Candidate Experience

    • Functional Area: Candidate Job Applications

    • Task: Candidate Selection Process Configuration

  2. On the Candidate Selection Process Configuration page, click a process.

  3. Click the Offer phase.

  4. In the States for Phase: Offer section, add the Send Notification action to the Accepted state.

  5. Select the notification you created for the internal candidates and external candidates.

  6. Click Continue.

  7. Add any conditions.

  8. Click Save and Close.

Provide an Accepted Offer Letter to the Candidate

When a job application's lifecycle is configured to bypass extending offers, the offer is never extend to the candidate. The candidate doesn't have online access to any information about their job offer, and must rely on the recruiter or Offer Team to learn the details of their offer and to provide their response. However, you can provide an offer letter to the candidate for reference after they have accepted the offer.

If an offer letter was configured when the offer was drafted, you can still provide access for candidates to that letter from a hyperlink in a notification. If that offer letter was configured to include a light e-signature section, the candidate will see that it was accepted on their behalf by the user who moved their job application from the state of Approved to Accepted. Internal candidates after they accept an offer can see any associated offer letter in the Me > Current Jobs > Job Offers work area or by clicking the link in the notification they received. External candidates can only access their offer using the link in the notification.