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How offers and contracts work

Summary
Offers and Contracts are stages in the Plumm Hire pipeline used to manage candidate documents. You can move candidates into these stages without sending documents or send offer and contract letters using eSign or Manual methods.

In this article

• Before you begin
• Viewing Offers and Contracts on the job
• Choosing Move or Send
• Sending with eSign or Manual
• Cancelling, resending, or continuing to hire
• Frequently Asked Questions (FAQ)

Before you begin

To manage offers and contracts, you need:

  • Hire included in your organisation’s contract.
  • Send Offer permission to send offers.
  • Send Contract permission to send contracts.

Additional permissions:

  • Cancel Offer
  • Resend Offer
  • Cancel Contract
  • Resend Contract

Important notes:

  • Offers and Contracts columns appear only when those pipeline categories are enabled for the job.
  • The eSign add-on is required when sending documents for signature through eSign.
  • eSign templates are managed from Admin e-Sign.
  • Only eSign templates that include Candidate as a role appear in the template list.

Viewing Offers and Contracts on the job

Open the candidate pipeline:

  • Open Jobs.
  • Select the required job.
  • Go to Pipeline.

Offers and Contracts appear when enabled in the job pipeline settings.

You can move candidates by:

  • Dragging a candidate card onto Offers or Contracts.
  • Selecting Send an Offer Letter from the card menu.
  • Selecting Send a Contract Letter from the card menu.

Important notes:

  • If the job is Deactivated, dragging candidates to these columns is blocked.
  • Candidates cannot be dragged from Hired to Offers or Contracts in the same way as other stages.

Choosing Move or Send

When moving a candidate to Offers:

The modal heading shows:

  • Offer Type

Available options:

Move

  • Places the candidate in Offers without sending an offer or notification.
  • Candidate status becomes:
    • Moved

Send

  • Sends an offer to the candidate.
  • Sends an email notification.

When moving a candidate to Contracts:

The modal heading shows:

  • Contract Type

Available options:

Move

  • Places the candidate in Contracts without sending a contract or notification.

Send

  • Sends a contract to the candidate.
  • Sends an email notification.

Sending with eSign or Manual

Send an offer or contract using one of the available methods.

Available methods:

  • eSign
  • Manual

eSign

  • Select an eSign template.
  • Only templates with Candidate as a role appear.
  • The template should contain the required placeholder information.

If you need to create or edit eSign templates:

  • Open Admin e-Sign.
  • The link opens:
    • /admin/esign

Manual

  • Upload the completed document ready for sending.

After sending:

  • Candidate status becomes:
    • Sent

Stored values include:

  • SENT_OFFER
  • SENT_CONTRACT

After eSign completion:

  • Candidate status becomes:
    • Signed

Stored values include:

  • SIGNED_OFFER
  • SIGNED_CONTRACT

Offer/Contract Report filters include:

Type:

  • Manual
  • Esign Template

Status:

  • Sent
  • Signed
  • Cancelled

Cancelling, resending, or continuing to hire

Cancel or resend documents using the available actions.

Permissions required:

  • Cancel Offer
  • Resend Offer
  • Cancel Contract
  • Resend Contract

After cancellation:

  • Candidate status becomes:
    • Cancelled

From Offers, available actions may include:

  • Send Contract
  • Onboard
  • Reject
  • Remove
  • Put On Hold

These actions require the relevant permissions.

Continue hiring:

Hire Candidate

  • Confirm:
    • Hire Candidate?
  • Select Hire.

Confirmation message:

  • Congratulations, {name} hired successfully.

Onboard

Requires:

  • Onboard Candidate permission.

Confirmation message:

  • Candidate onboarded successfully.

Frequently Asked Questions (FAQ)

  • Can I move a candidate into Offers without sending an offer letter?
    Yes. Select Move. The candidate moves to Offers with the Moved status.
  • What is the difference between Manual and eSign?
    eSign uses a template with Candidate as a role and allows the candidate to complete the signing process. Manual uses a completed document uploaded for sending.
  • Why is the eSign template list empty?
    Only eSign templates that include Candidate as a role are displayed. Create or edit templates under Admin e-Sign.
  • Who can cancel or resend an offer or contract?
    Cancel Offer, Resend Offer, Cancel Contract, and Resend Contract each require separate permissions.