With offer templates and approval flows, you can customize the offer documents you send to potential employees, as well as the approval process for making an offer.
Offers and Offer Approvals are available to customers on Business and Pro plans.
Admin permission is required to create templates and approval flows.
Hiring Manager or Admin permission is required to send and approve offers.
In this article:
How to create an offer approval flow
With optional offer approvals, you can require approval from one or more people before sending an offer to a candidate. You can set up multiple approval flows, then choose the one you need for each offer template you create.
Admins can create and edit approval flows in their Recruiting Preferences.
To require offer approval from any Admin:
Click the gear icon ⚙️ in the left sidebar.
Hover over Recruiting Preferences and click Approvals.
Scroll to Offer Approvals.
Select Approval is required to send offers.
Click + Approval Flow.
Enter a name for the approval flow.
Select Any Company Admin may approve.
Click Save Changes.
To create an approval flow:
Click the gear icon ⚙️ in the left sidebar.
Hover over Recruiting Preferences and click Approvals.
Scroll to Offer Approvals
Select Approval is required to send offers.
Click + Approval Flow.
Enter a name for the approval flow.
Select Ordered list (chain) of approvers.
Enter the names or email addresses of the people you’d like to include. Each person you add will appear in a list under Approvers.
Click and drag the names in the list to change the order. Approvals will be requested in this order.
Click Save Changes.
If you require offer approval from any Admin, every Admin on your account will receive an email request for approval, but any one of them can approve.
If your position has an approval flow, the first person in the chain will receive the request. Once that person has approved, the next person in line will receive the request and so on, until everyone in the chain has approved.
How to create an offer document
The offer template includes an email message and an attached offer document. You (or your HR team) will need to create a document in .docx format that you can upload to Breezy when you create the offer template.
Your offer document should contain your standard offer letter and can include variables to customize the info that’s provided with an offer. Variables are like “fill in the blank” spots where Breezy will add information about a specific position or candidate. You can include variables that match fields in Breezy, or custom variables so you can add your own details when you send the offer.
To include variables in your document, enter the name of the item or field with no spaces, surrounded by two square brackets, like this: [[some_variable]].
The following variables are detected automatically and will be filled with info from the position or profile:
[[company_name]]
[[position_title]]
[[candidate_name]]
[[sender_name]]
You can add any other custom variables you need and fill them in when you generate an offer. For example:
[[manager_name]]
[[manager_title]]
[[salary]]
[[start_date]]
[[candidate_signature]]
[[work_location]]
[[training_location]]
[[training_contact]]
[[hr_contact]]
Note: [[candidate_signature]] is required in all offer template documents.
💡 Example! Download an example of how to create and format your offer document.
This article covers Breezy’s legacy version of Offers. If you see Electronic Documents in your Recruiting Preferences (instead of Offer Templates), you’re using our newest version. Read more about updated Offers.
How to create an offer template
The offer template includes an email message that will be sent with the offer, plus the offer document (as a .docx attachment) and the offer approval flow, if any.
Admins can create an offer template in their Recruiting Preferences.
Click the gear icon ⚙️ in the left sidebar.
Hover over Recruiting Preferences and click Templates.
Scroll to Offer Templates
Click + Offer Template.
Enter a name for the template.
Click + Offer Document (.docx) to upload your offer document. The variables you've included will be displayed.
Choose the field type for any custom variables you’ve included (Date or Text).
Choose an approval flow, if required.
Enter an Email Subject.
Edit the email message, if you like (you can include template variables here too).
Choose a folder to save the template in, if you like.
Click Save Template.
How to send an offer
Hiring Managers can send an offer from a candidate’s profile.
Open the candidate’s profile.
Click the More icon (three dots) near the top-right corner of the window.
Click Send Offer.
Choose an offer template from the dropdown.
Click Continue.
Review and enter info for the offer document variables.
Click Generate. A preview of the offer document will open.
Click Continue.
Review the email message that will be sent with the offer and make changes if needed.
Click Submit.
Sending offers that require approval
If your offer requires approval, you’ll be prompted to Request Approval when you generate the offer. You can add a message or attachment for the approver if you like.
You can check the status of the offer approval, and cancel or resend the request, in the Offers section of the candidate’s profile.
To cancel an approval request:
Open the candidate’s profile.
Click the More dropdown near the top-left corner of the screen.
Click Offers to open the Offers tab.
Find the offer and click Cancel.
To check the status of each approver, or resend an approval request:
Open the candidate’s profile.
Click the More dropdown near the top-left corner of the screen.
Click Offers to open the Offers tab.
Find the offer and click View. A list of approvers will be shown, with the status of their individual requests.
Click the Resend icon (envelope) next to an approver’s name to resend the request.
Once approved, the offer will be sent to the candidate, the offer status will be updated to Sent. Waiting For Response, and the offer email will appear in the conversation history on the candidate’s profile.
The candidate experience
Once the offer is approved and sent, the candidate will receive an email with a link to the offer document. They can follow the prompts in the email and the document window to eSign and return the offer letter.
How to access signed offers
You’ll be notified by email when the candidate has signed the offer document and the offer status in the candidate’s profile will be updated to Accepted.
You can view and download a PDF of the signed offer letter right from the email, or in the Offers section of the candidate’s profile.
How to migrate from legacy offer templates
We’ve updated our offer process! 💥
To migrate to the new version, you’ll need to create new templates in the Electronic Documents section of your Recruiting Preferences.
Your legacy templates will be available in the Offer Templates section until July 26, 2023.
If you don’t have the original docs used to create your old templates, you can download them from Breezy, then use them for the new version.
To download your legacy templates:
Click the gear icon in the left sidebar.
Hover over Recruiting Preferences and click Templates.
Scroll to Offer Templates and find the correct template.
Click the download icon (down arrow) on the right-hand side and choose a file location.
Once you’ve downloaded your .docx file, you can use it to create a new template in the Electronic Documents section of your templates page.