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Documentation Index

Fetch the complete documentation index at: https://mintlify.com/chamals3n4/OpenATS/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

Offer Management in OpenATS streamlines the final stage of hiring by automating offer letter creation, tracking offer status, and managing candidate responses. From initial draft to accepted offer, maintain control and visibility throughout the process.

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Creating Job Offers

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Basic Offer Information

Every offer requires these core details:

Candidate

The candidate receiving the offerMust be an existing applicant

Job Position

The job being offeredLinks to the original job posting

Template

Pre-built offer letter template (optional)Provides structure and standard content

Creator

HR/hiring manager creating the offerTracked for audit purposes

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Compensation Details

Define the compensation package being offered:
1

Set salary amount

Specify the exact offer amount
2

Choose currency

Use ISO 4217 codes (USD, EUR, GBP, etc.)
3

Select pay frequency

Hourly, Daily, Weekly, Monthly, or Yearly
4

Review total package

Verify all compensation details are correct
Salary information can be pre-filled from the job posting if configured, but can be customized per candidate.

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Timeline Configuration

Start Date

Proposed employment start dateGives candidate time to transition

Expiry Date

Deadline for candidate responseCreates urgency while being fair
Example Timeline: 
Offer Sent: March 1, 2024
Start Date: April 1, 2024 (1 month notice)
Expiry Date: March 8, 2024 (7 days to respond)
Ensure expiry dates comply with local labor laws and provide candidates reasonable time to consider the offer.

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Offer Status Lifecycle

Offers progress through several states from creation to final decision:
1

Draft

Initial state when created
  • Offer is being prepared
  • Can be edited freely
  • Not visible to candidate
  • Used for internal review/approval
2

Sent

Offer has been delivered to candidate
  • Email sent with offer details
  • Candidate can review
  • Awaiting candidate response
  • Limited editing allowed
3

Pending

Candidate is considering the offer
  • Offer opened/viewed
  • May be in negotiation
  • Still awaiting final decision
  • Can still expire
4

Accepted

Candidate accepted the offer
  • Hiring process complete
  • Move to onboarding
  • Update candidate stage
  • Close job if position filled
5

Declined

Candidate rejected the offer
  • Hiring process ended
  • Return candidate to pipeline or archive
  • May extend offer to next candidate
  • Track rejection reasons for insights
6

Withdrawn

Company retracted the offer
  • Offer cancelled by company
  • Position may have been eliminated
  • Candidate notified of withdrawal
  • Rare but necessary option

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Offer Templates

Use templates to standardize offer letters while allowing customization:

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Template Structure

Offer templates are built using the same template system as email templates, supporting:
  • Subject Line: Email subject when offer is sent
  • Content Blocks: Structured offer letter body
  • Variable Placeholders: Dynamic data insertion
Create different offer templates for various roles (executive, engineering, sales) or employment types (full-time, contract, intern).

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Available Variables

Templates can include placeholders that auto-fill: 
{{candidate.firstName}} {{candidate.lastName}}
{{job.title}}
{{offer.salary}} {{offer.currency}}
{{offer.payFrequency}}
{{offer.startDate}}
{{offer.expiryDate}}
{{company.name}}
{{hiring_manager.name}}
Example Template Usage: 
Subject: Job Offer - {{job.title}} Position at {{company.name}}

Dear {{candidate.firstName}},

We are pleased to offer you the position of {{job.title}} 
with a salary of {{offer.salary}} {{offer.currency}} per {{offer.payFrequency}}.

Your proposed start date is {{offer.startDate}}.

Please respond by {{offer.expiryDate}}.

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Rendered Offer Letters

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HTML Generation

When an offer is prepared for sending:
1

Template selection

Choose the appropriate offer template
2

Variable replacement

System fills in all placeholders with actual data
3

HTML rendering

Generate final HTML version of offer letter
4

Storage

Save rendered HTML in renderedHtml field
5

Preview & send

Review before sending to candidate
The rendered HTML is stored permanently, preserving the exact offer sent even if templates or data change later.

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Sending Offers

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Manual Sending Process

1

Create draft offer

Enter all offer details and select template
2

Generate preview

Review the rendered offer letter
3

Make adjustments

Edit salary, dates, or template as needed
4

Send offer

Update status to ‘sent’ which triggers email delivery
5

Track in timeline

sentAt timestamp recorded for reference

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Automatic Sending (Pipeline Integration)

Offers can be automatically generated when candidates reach offer stages: Configuration in Pipeline Stage:
  • Offer template selected
  • Offer mode set to auto_draft or auto_send
  • Expiry days configured
Offer Modes:
  • auto_draft: Creates an offer draft for manual review before sending
  • auto_send: Automatically creates and sends the offer to the candidate
When candidate moves to stage:
  1. Offer draft created with job salary info
  2. Start date calculated (e.g., 2 weeks from today)
  3. Expiry date set (e.g., 7 days from today)
  4. If auto_send mode: Offer automatically sent to candidate
Use automatic sending cautiously. For senior roles or complex negotiations, manual review is recommended.

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Tracking Sent Offers

Monitor offer status and candidate responses:

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Offer Dashboard

View all offers with key information:
  • Candidate name and position
  • Offer amount and terms
  • Current status
  • Days until expiry
  • Sent date

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Filtering Options

By Job: See all offers for a specific position
By Status: Filter to pending, accepted, etc.
By Date Range: Offers sent in last 30 days
Expiring Soon: Offers nearing expiry date

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Managing Offer Responses

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Candidate Accepts

1

Update offer status

Change status to ‘accepted’
2

Update candidate stage

Move to ‘Hired’ or ‘Onboarding’ stage
3

Close job (optional)

If position filled, close job posting
4

Notify team

Alert hiring team of acceptance
5

Begin onboarding

Transition to onboarding workflow

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Candidate Declines

1

Update offer status

Change status to ‘declined’
2

Capture feedback

Note reason for decline if provided
3

Update candidate stage

Move to ‘Declined Offer’ stage
4

Evaluate next steps

Extend offer to alternate candidate?
Track decline reasons to identify patterns (e.g., salary too low, relocation concerns) and improve future offers.

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Offer Modifications

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Editing Offers

What you can change depends on offer status: Draft Offers:
  • All fields can be modified
  • Delete and recreate if needed
  • No candidate impact
Sent/Pending Offers:
  • Limited modifications allowed
  • Changing terms may require withdrawal and new offer
  • Consider candidate communication
Modifying sent offers can create confusion. If significant changes are needed, consider withdrawing the original and creating a new offer.

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Withdrawing Offers

1

Update status to 'withdrawn'

Formally retract the offer
2

Notify candidate immediately

Send withdrawal notification email
3

Document reason

Record why offer was withdrawn
4

Update candidate stage

Move to appropriate stage or reject

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Deleting Offers

Deleting offers permanently removes:
  • Offer details and terms
  • Rendered offer letter HTML
  • Sent date and status history
  • All associated data
This action cannot be undone.
Instead of deleting, consider:
  • Setting status to ‘withdrawn’ or ‘declined’
  • Archiving old offers
  • Maintaining records for compliance

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Data Relationships

Offers maintain references to candidates:
  • Cannot create offer without valid candidate
  • Deleting candidate removes associated offers (cascade)
  • View all offers from candidate profile
Offers reference the job position:
  • Cannot delete job while offers exist (restrict)
  • Helps with offer analytics per position
  • Salary info can default from job
Offers optionally use templates:
  • Template can be changed before sending
  • Deleting template sets to null (no offer deletion)
  • Rendered HTML preserved even if template deleted

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Best Practices

Even with templates, verify compensation, dates, and terms are correct. Errors can damage credibility.
Give candidates adequate time (typically 5-7 days for standard roles, 14+ days for senior positions).
Update offer status immediately when candidates respond to maintain accurate pipeline data.
Standardize offer language to ensure legal compliance and professional presentation.
Note why candidates reject offers to inform compensation strategy and improve acceptance rates.
Keep offer history for compliance, analytics, and future reference even after positions are filled.

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Next Steps

Create Offer Templates

Build standardized offer letter templates

Configure Pipeline Stages

Set up automatic offer generation

Track Candidates

Move candidates through to offer stage

Manage Jobs

Update job status when positions fill

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