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Trakstar Hire Features: Introducing Offer Management

In Hiring Software & Tools — by Dave Anderson

Making a job offer is a crucial final step in the hiring journey. After investing so much time and effort, it’s important your organization gets that much-needed “yes” from the ideal candidate.

The team here at Trakstar is excited to announce users can now create and send an employment offer directly from the hiring solution. Here are the key benefits of this new feature:

• Get offers accepted faster – Seamlessly complete the hiring process by managing offers within Trakstar Hire.
• Have a system of record – See the history of the offer, including who approved it and any changes made along the way.
• Go paperless – There’s no need for you or the candidate to print out the offer letter and scan it after signing. Everything is done digitally in Trakstar Hire.

How it works

The Hire offer management feature simplifies the entire process of creating an offer letter and sending it to the candidate. Here are the ins and outs of how it works:

Create an offer letter template with placeholders

The first step is to create an offer letter template that includes placeholders for the details unique to the candidate and position. Common placeholders are the job title, salary, start date, manager’s name and the candidate’s name. Trakstar Hire includes a list of placeholders to choose from but you can also create your own if needed.

Once it’s created, the template is uploaded to Trakstar Hire so it can be used anytime you extend an employment offer. You can create multiple templates if your organization prefers to use a different offer letter for certain roles.

After it’s uploaded, the placeholders are highlighted in yellow so users are aware of the details that need to be included when customizing an offer letter.

Create an offer letter email template

Next, craft an email template for notifying candidates they got the job. Like the offer letter, your email template includes placeholders that are filled with the details unique to the candidate and position.

Add the offer stage to your hiring workflow

If you’ve previously used Hire, you already know we make it easy to set up the exact stages of your organization’s hiring process.

When creating a job opening, you can now add an “offer stage.” You’ll be able to select the right offer letter template and assign a coordinator to the stage, integrating the offer step with the rest of the hiring workflow.

Generate a custom offer letter

At this point, you’ve gone through the hiring process and identified the best candidate for the job. Now it’s time to use the templates you created to generate a unique offer letter and email for your soon-to-be employee.

When you advance a candidate profile to the offer stage, many of the placeholders in the offer letter template, like the candidate’s name and the job title, will be auto-filled. You can then go in and manually fill in the salary, start date and other details that can’t be pulled from the candidate profile.

Include approvers

There may be instances when you need the business owner, manager or another employee to approve an offer letter before it goes out to the candidate.

Hire allows you to include up to three levels of approval per offer. Once the first person gives their okay, the next approver is notified it’s their turn to review the offer and so on.

Approvers can recommend edits to the offer letter in Trakstar Hire. For example, they can suggest a different salary, which triggers a notification to the coordinator. If the offer letter is revised, the approval process restarts.

Make it official with signatures

After each approver gives their thumbs up, the offer letter needs to be signed by the right member of the leadership team. They receive an email notification that prompts them to provide an e-signature via Hire’s integration with HelloSign.

Once the offer letter is signed internally, it is attached to the customized email and sent to the candidate. They can review the details and, if it all looks good, officially accept the offer by providing their e-signature.

The offer stage coordinator then receives an email notifying them the candidate has agreed to join the organization. Mission accomplished!

Want to learn more?

If you want to learn more the offer management feature or just see Trakstar Hire in action, schedule a live demo today!

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Trakstar Hire is considered the most user friendly hiring software on the market. If you’re ready to take your recruiting and hiring to the next level, request a Trakstar Hire demo today.