Overview
When you’re ready to extend an offer to a candidate, you can upload an offer letter to Gem and add e-signature boxes to request signatures from both the candidate and signatory. Signature request emails will be sent out and you’ll be notified via email when both parties have signed.
To complete this process, it’s helpful to have an offer letter prepared in .pdf or .docx format. For steps to generate an offer letter, see Gem ATS: Generate personalized offer letters.
Requirements
- Your team uses the Gem ATS.
- You have an offer letter ready in .pdf or .docx format.
- The candidate is in the Offer stage in Gem.
- You’re set as a Hiring Manager or Recruiter on the job, or are an Admin in your Gem account.
Note: If you’re under our Free For Startups program, you will be limited to sending 10 e-signature requests per year.
Create an offer
You can create an offer by uploading an offer letter, via a template, or from scratch.
Tip: Set up an offer letter outside of Gem as a .pdf or .docx file in advance. This automatically populates the offer fields in Gem with the offer details to make this process quick and easy.
- In Gem, select the Jobs option in the main sidebar under the ATS header.
- Search or filter for the job that you’re uploading an offer for.
- Select the job name to open the job details.
- The Talent pipeline tab is selected by default. If it isn’t, select the Talent pipeline tab.
- If the candidate isn’t already in the Offer stage, select the candidate card, then drag and drop them into the offer stage.
- Select the candidate name within the card.
- On the candidate details page, select the + Generate offer button under the Offer header.
- On the Create offer page, choose one of the following:
- Select an offer template from the Template dropdown. The offer fields are automatically populated with values from the template.
- Select the Upload finalized offer button, then select the correct .pdf or .docx file. The offer fields are automatically populated with values from the offer letter.
- Complete the following fields in the Offer details section. Required fields are indicated by an asterisk * next to the field name.
Field | Description |
Candidate start date | The date by which the candidate will start this job. |
Offer expiration date | The date by which this offer will expire. |
Compensation fields | Select each field to add or update compensation details for this offer. The list of fields available in this section, along with their required status, varies based on your Jobs Admin settings.
Fields which may be included in this section:
• Base pay
• Bonus pay
• Equity
• Signing bonus
Note: the currency field is automatically set based on the location(s) selected for this Job. You can update the currency by selecting the currency dropdown next to the numerical payment field. |
Company signatories | An authorized representative of your company empowered to legally sign this offer. You can add up to two signatories. |
Custom fields | Any custom fields added by your admins in your Offers Admin settings are listed here, along with their required status. |
- Select the Save & close button. This creates the offer letter in Gem.
Send an e-signature request
After the offer letter is created, you’ll have the option to send the e-signature request. Note that signatories do not need to have a Gem account.
This process uses our integration with Dropbox Sign to enable e-signature requests within Gem. If you use Docusign to send e-signatures, you can enable our Gem ATS: Docusign Integration. This will then replace Dropbox Sign. The steps to send e-signature requests are the same.
- In Gem, select the Jobs option in the main sidebar under the ATS header.
- Search or filter for the job that you’re sending an e-signature request for.
- Select the job name to open the job details.
- The Talent pipeline tab is selected by default. If it isn’t, select the Talent pipeline tab.
- Select the candidate name within the card.
- On the candidate details page, under the Offer section, select the Send e-signature request button.
- On the Send e-signature request page, check each fields to ensure the information listed is correct. These fields are automatically populated from the offer letter templated in the Email template dropdown.
- Select any field to add or update it, including the email template.
- When the letter is ready, select the Preview & send button.
- On the Send e-signature request page, review the full details of the letter. To change any of the text, select the Back button to return to the previous page.
- You must add one signature field for each signer. To do so, select the signatory’s name from the dropdown, select the Signature field under the Standard Fields header, then drag it to the signature field in the letter.
- Optionally drag and drop any additional fields you’d like to add from the Standard fields section on the left.
- After you’ve added all required fields, select the Send button. The page updates to confirm this e-signature request has been sent to the candidate.
You can check the status of offer letter signatures at any time in the Offer letter section of the candidate details page.
We have an integration with Dropbox Sign to enable e-signature requests within Gem.
Email notifications for offer letters
Email notifications are automatically managed by your e-signature provider. Signers will not receive more than one automated notification within 24 hours.
An automated email notification is sent to signers when you initially send an e-signature request. Reminders are automatically sent to signers 7 days and 3 days before the offer expires. An automated email notification is also sent to signers when the offer expires.
Replace an offer letter
If you’ve edited an offer letter and wish to replace the existing one, complete the following steps.
- In Gem, select the Jobs option in the main sidebar under the ATS header.
- Search or filter for the job that you’re replacing an offer for.
- Select the job name to open the job details.
- The Talent pipeline tab is selected by default. If it isn’t, select the Talent pipeline tab.
- Select the candidate name within the card.
- On the candidate details page, in the Offer section, select the Generate replacement offer button. Note that this immediately voids the existing offer if it was already sent. The candidate isn’t notified.
- On the Edit offer page, complete the steps in the Create an offer section above.
Revoke an offer
To revoke an offer, complete the following steps.
- In Gem, select the Jobs option in the main sidebar under the ATS header.
- Search or filter for the job that you’re revoking an offer for.
- Select the job name to open the job details.
- The Talent pipeline tab is selected by default. If it isn’t, select the Talent pipeline tab.
- Select the candidate name within the card.
- On the candidate details page, under the Offer section, select the Additional options menu (the three dots) next to the offer letter.
- Select the Revoke offer button. Note that this can’t be undone.
- In the Revoke offer pop-up, select the Revoke offer button.
The page updates to confirm the offer has been revoked. Gem won’t notify the candidate, so you’ll need to message them separately to let them know.
Check offer status
You can view the status of your offer letter from the candidate details page.
- In Gem, select the Jobs option in the main sidebar under the ATS header.
- Search or filter for the job that you wish to view the offer status of.
- Select the job name to open the job details.
- The Talent pipeline tab is selected by default. If it isn’t, select the Talent pipeline tab.
- Select the candidate name within the card.
The offer status is displayed in the Offer section. The potential statuses listed in this section are as follows.
Status | Description |
Needs offer creation | The candidate was moved into the Offer stage, but does not have an offer created. |
Offer needs to be sent | An offer letter was uploaded to Gem, but not sent out for e-signatures yet. |
Offer sent | The offer and e-signature request has been sent to the candidate. |
Offer viewed | The candidate viewed the PDF of the offer through the Dropbox Sign link that was emailed to them. |
Offer expired | The offer was sent, but it expired. |
Offer expires soon | The offer expires in less than 48 hours. |
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.
- Overview
- Requirements
- Create an offer
- Send an e-signature request
- Email notifications for offer letters
- Replace an offer letter
- Revoke an offer
- Check offer status