Gem ATS simplifies the offer creation process with offer templates and tokens, allowing recruiters to generate offers efficiently without manually uploading premade documents. These templates use dynamic tokens to automatically pull key details from the candidate or job, reducing data entry and streamlining the entire offer workflow.
Setting up and using offer templates and tokens
For admins
Only Gem admins can create and manage offer templates:
- Go to the Offers tab of your Gem ATS admin settings, then Offer tokens. Copy any required tokens and paste them into a document editor. Note: Only .docx files are supported for offer templates.
- Once your template is ready, navigate to Offer templates. Select the + Create offer template button in the top right and upload your .docx file, then select Next.
After uploading, a confirmation will appear if the offer template tokens are valid.
For standard users (recruiters)
Once an admin has set up offer templates, standard users (typically recruiters) can associate them with jobs:
- Assign a Template to a job. From the Job settings tab of a particular job, navigate to the Job details section and select it to expand it.
- Select an offer template: Find the offer template you want to associate with the job, then select Save & close in the top-left corner.
- Generate an offer for a candidate: Now, navigate to the candidate’s application and select the + Generate offer button.
- Here, you can:
- Change the offer template if needed.
- Validate the offer tokens.
- Update any additional offer details.
- Send for approval or e-signature. If Gem ATS: Offer approvals are required (and set up), you’ll be prompted to send approval requests first. Otherwise, you can Generate offers for candidates or revise the offer as needed.
Custom offer tokens in Gem ATS
Beyond default offer tokens, Gem ATS allows you to create custom tokens for offer fields, allowing you to automatically substitute the custom field form answers into generated offers. This eliminates manual data entry and streamlines the offer process.
Creating and using custom offer tokens
As a Gem admin, follow these steps to create and apply custom offer tokens:
- Navigate to the Offers tab of your Gem ATS admin page.
- In the Offer tokens section, select the + New custom token button.
- Select the custom field you want to convert into a token, and define the token name. You can use a pre-generated token name or define your own. (Note: Token names must only include lowercase letters (a-z), numbers (0-9), and underscores (_).)
- Select the Create token button. Once created, your team can insert the token into offer templates. When you generate an offer, Gem will automatically replace the token with the corresponding field value.
Limitations
Offer templates must be in .docx format. PDF and other file types are not supported at this time.
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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.