Sending offers and e-signature requests

When you’re ready to extend an offer to a candidate, you can upload the offer letter to Gem, add e-signature fields, and request signatures from both the candidate and your company’s signatory. Gem will send signature request emails and notify you once the documents are signed.

Requirements

• You have a finalized offer letter in .pdf or .docx format.
• The candidate is in the Offer stage of the Talent pipeline for the role.
• You are assigned as a Hiring Manager or Recruiter for the job, allowing you to create and download offers.

Uploading offer letters

• Prepare your offer letter: Create and finalize your offer letter outside of Gem, saving it as a .pdf or .docx file.
• Navigate to the job in Gem ATS: Open the job associated with the candidate. The Talent pipeline tab will be selected by default.
• Move the candidate to the Offer stage: If they aren’t already in this stage, you can either drag-and-drop their card from the Talent pipeline view, or use the → Move to stage selector inside their profile.

• Create the offer: With the candidate’s profile open, select + Generate offer.

• Upload the offer letter: When the file selector window appears, choose your .pdf or .docx offer letter.
• Save & close: Select Save & close to upload the offer letter to Gem.

Sending e-signature requests

Gem integrates with Dropbox Sign to streamline e-signature requests directly within the platform.

• Ensure the candidate is ready: Make sure the candidate is in the Offer stage and has an offer letter uploaded to Gem (see steps above).
• Open the candidate’s application: In the job’s Talent pipeline tab, select the candidate to view their application details.
• Initiate the e-signature request: Select Send e-signature request.
• Complete the required fields: Enter the necessary details. Signers do not need a Gem account to sign.
• Preview and assign signers: Select Preview & Send to open the preview window. Use the dropdown in the top-left corner to select the appropriate signer.
• Add signature fields: Drag the Signature box from the toolbar to the designated area on the offer letter (Note: A signature field is required at minimum. If needed, you can add additional fields like initials and date).
• Repeat for multiple signers: If multiple people need to sign, repeat steps #5-6 for each person. Each signer must have a separate signature box.
• Select Send for signature.
• Track signature status: A notification will confirm when the request has been sent. Under the Offer section, you’ll see a list of signers along with their signature status (e.g., Awaiting or Signed).

Email notifications

To keep the signing process on track, Dropbox Sign automatically sends email notifications at key stages.

• Initial notification: Signers receive an automated email as soon as the e-signature request is sent.
• Reminder emails: Automatic reminders are sent 7 days and 3 days before the offer expires.
• Expiration notification: If the offer expires before being signed, signers receive a final notification.
• Notification limits: Signers will not receive more than one automated notification within a 24-hour period.

Replacing offers

If you need to update an offer (for revoking offers, see the section below) and replace the existing one:

• Open the candidate’s application details.
• Select Replace Offer (if the offer has already been sent, this will immediately void it. The candidate will not be notified).
• Upload the updated offer letter.
• Select Send e-signature request to resend the offer for signing.

Revoking offers

To revoke an offer:

• In the Offer section of the candidate’s application, select the three-dot (ellipsis) button.
• Select Revoke offer (this action is permanent and cannot be undone. Gem will not notify the candidate, so if you wish to inform them, you’ll need to do so separately).

Offer statuses

You can track the status of an offer from both the candidate’s application details page and the Talent pipeline view in the job’s dashboard. Statuses include:

• Needs offer creation: The candidate has been moved to the Offer stage but does not yet have an offer letter.
• Offer needs to be sent: An offer letter has been uploaded to Gem but has not yet been sent for e-signatures.

• Offer sent: The offer and e-signature request have been sent to the candidate.
• Offer viewed: The candidate has opened the Dropbox Sign link and viewed the offer PDF.
• Offer expires soon: The offer will expire in less than 48 hours.
• Offer expired: The offer was sent but has since expired (based on the expiration date set when it was sent).

➡️ Next, you’ll learn about offer templates and tokens!

• Requirements
• Uploading offer letters
• Sending e-signature requests
• Email notifications
• Replacing offers
• Revoking offers
• Offer statuses