Gem ATS: Configure offer admin settings

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Gem provides a range of components which allow you to personalize offer letters for every role in your organization, helping your team save time and maintain consistency by reducing the time spent on creating cover letters. This article explores how to view and configure the various components which allow you to personalize your offers in Gem, including offer custom fields, custom offer tokens, and offer templates.

Requirements

Your team uses Gem ATS.
You are an Admin in your Gem account - see our Gem ATS permissions article for more details.

What makes up an offer?

Gem uses several components for personalizing offers, which interact and can be used in conjunction with each other:

Offer templates: Reusable offer letters that include standard offer content. For example, you might create a Sales offer template that includes your organization’s standard introduction, compensation overview, and any policies specific to Sales roles.
Offer custom fields: Placeholders for valuable information beyond the default set of offer fields, allowing you to add additional fields to an offer letter. For example, you might add offer custom fields for the department sub-type, or if this is a backfill vs. a new hire.
Offer tokens: Dynamic variables that automatically insert the correct value when the offer letter is generated. For example, you can add offer tokens for base pay, office location, or candidate email, so these details automatically populate in place of the tokens in the offer letter.

We recommend configuring these components in the above order, so that all of your offer custom fields and offer tokens are set up and ready before you create any offer templates.

View offer settings

Admins can view and update all offer settings, including the list of offer templates, offer custom fields, and offer tokens, from the Offers Admin settings page.

Follow these steps to reach this page in your Gem account:

Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
Select the Gem ATS header.
Select the Offers tab.
Select any of the headers on this page to view the list of offer templates, offer custom fields, offer tokens, and conditional offer sections.

You’ll notice that this page also includes headers for Conditional offer sections and Docusign settings. See the following articles for more information about each of these:

Create an offer custom field

Offer custom fields are useful for capturing additional details about an offer and providing a placeholder for custom offer tokens. You can also make these fields a required part of the offer creation process, add instructions for completing the field, and filter by these fields when searching your list of offers.

Follow these steps to create a new offer custom field:

Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
Select the Gem ATS header.
Select the Offers tab.
Select the Offer custom fields header.
Select the + New custom field button.
In the Create new offer field pop-up, select each field to add or update details for this job. Required fields are indicated by an asterisk * next to the field name.

The ‘Create new offer field’ pop-up, with several of the fields populated with sample information.

Field name	Description
*Field name	The name of the new offer field.
Field description	An optional description of the new offer field.
*Field type	Select a field type from the dropdown. This sets the format of data collected in the field, such as text, number, currency, date range, dropdown select, and more. If you select single-select or multi-select, field options appear where you can enter options for the field dropdown.
Required	Check this box to require users to complete this field before they can create an offer.
Locations	Optionally select one or more locations from the dropdown. This sets this offer field to only be available for use in offers that match one of these locations. The list of options varies based on your Jobs Admin settings.
Departments	Optionally select one or more departments from the dropdown. This sets this offer field to only be available for use in offers that match one of these departments. The list of options varies based on your Jobs Admin settings.
Create offer token	Select this checkbox to create a new offer token, then enter a name for the token into the Token name field. This lets you create a new offer token populated with field type selected for this offer custom field. For more information about custom offer tokens and full steps to create one, see the Create new custom offer tokens section.

Select the Create field button. The list of offer custom fields updates to include your new custom field. If you created a new custom offer token at the same time, then that custom offer token is added to the list of custom offer tokens under the Offer tokens header.

Create a custom offer token

There are three types of offer tokens in Gem, as listed in the Offer tokens section.

Default tokens: A list of standard fields typically associated with job offers, including candidate email, company name, department, job title, base pay, expiration date, and more. These tokens automatically insert the correct variable when the offer letter is generated, such as the candidate's first name.
E-signature tokens: An offer token associated with e-signature information, such as the e-signature date, e-signature text, signatory, company signatory, or other fields. These tokens are converted to fields in your e-signature provider when the offer is sent to a candidate, such as the e-signature date.
Custom offer tokens: Admins can create custom offer tokens to add variables that aren’t already included in the list of default offer tokens. For example, a unique offer perk that may vary based on the hire’s level, such as a relocation stipend.

You can have as many offer tokens as you like in an offer template, including a mix of default, e-signature and custom tokens.

Follow these steps to create a custom offer token:

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As part of this process, you'll be required to select an offer custom field to connect to this offer token. All of the settings for that offer custom field, including the field type, are automatically applied to this offer token. For steps to set up an offer custom field, see the Create an offer custom field section above.

Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
Select the Gem ATS header.
Select the Offers tab.
Select the Offer tokens header.
Select the + New custom token button.
Select a custom field from the Custom field dropdown. The complete list of fields varies based on the list of offer custom fields in your Offers Admin settings.

Enter a name for this token in the Token name field. A default name is automatically generated based on the name of the offer custom field selected above. You can accept this name or enter a different name.
Select the Create token button. The Custom offer tokens list updates to include your new custom field.

Create an offer template

Now that you have your offer fields and offer tokens, you can add them to your offer templates to automatically populate those fields with the correct values when generating an offer letter.

Admins can import an existing offer template as a .docx file. While setting up the .docx file, make sure this file uses valid offer token names, such as {{candidate.first_name}}.

Steps to import an offer template into Gem:

Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
Select the Gem ATS header.
Select the Offers tab.
Select the Offer templates header.
Select the + Create offer template button.
Enter a name for this template into the Template name field.

The ‘Create offer template’ pop-up without a name or an uploaded template letter.

Select the offer template file upload section, or drag and drop the .docx file into this section.
Select the Next button. This starts the file upload process.
If the upload is successful, the page updates with the .docx file name listed and a confirmation that the offer template tokens included are valid, with the token name listed. If you don't see this confirmation, or if any tokens you included in the file aren't listed, double-check the spelling and formatting of the tokens in your .docx file, then follow the prompts to try your upload again.

The ‘Create offer template’ pop-up showing that a file has been successfully uploaded, with details of the tokens found in the file.

Optionally select the Upload additional documents option to attach more files, such as an explanation of your company benefits. You can upload any of the following file types: .doc, .docx, .pdf, .ppt, .pptx, .jpg, .jpeg, .png, .xls, .xlsx, .txt, .html, and .gif.
Optionally select the Add a company signatory option to choose one or more team members to sign this offer letter.

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If you add one or more company signatories here, make sure you also include the corresponding company signatory e-signature tokens in the offer letter. If you don’t include those tokens, when you come to generate an e-signature request there will be nowhere for the company signatories to sign.

We recommend previewing this offer template by selecting the Preview with sample data option at the bottom right. This allows you to view this offer letter with values added for each token to see if you need to add or update any of the tokens before making this available to your team.
Select the Finish button to complete this process. Your new offer template appears in the list of offer templates, and will be available for user on any offers that match this offer template criteria.

Add an offer template to a job

Admins and standard users can add offer templates to jobs from the job settings page.

Steps to add an offer template to a job:

Select the Jobs option in the main sidebar under the ATS header.
Search for or scroll down to the job you want to add an offer template to.
Select the name of the job.
Select the Job settings option in the top navigation, below the job title.
Select the Job details header.
Search for or scroll down to the Offer template field.
Select the offer template you want to add to this job from the drop-down. The list of options varies based on your Offers Admin settings.

The ‘Job settings’ page for a job, with the ‘Offer template’ field highlighted and showing that a template has been selected.

Select the Save & close button. The Job details section closes, and your offer template is saved for use in offers for this job.

Next steps

Once you’ve added an offer template to a job, Admins and standard users can generate an offer for any candidate currently in the Offer stage directly from their job application. Head over to our Gem ATS: Generate offers for candidates article for details of:

Moving candidates to the Offer stage;
Generating offers;
Revising offers;
Offer statuses.