Offer Manager App Overview

Streamline your offer letter process from creation to acceptance with AI-powered compensation insights, configurable approval workflows, and seamless candidate self-service.

---

What is the Offer Manager App?

The Offer Manager App is a comprehensive offer letter management system that enables organizations to create, send, track, and manage job offers with features like templates, multi-level approvals, e-signature integration, and salary negotiations—all integrated with your recruiting workflow.

Core Value Proposition:

• 🎯 Accelerate Hiring — Reduce time-to-offer with templates and streamlined approvals
• 💰 Optimize Compensation — AI-powered market benchmarks ensure competitive offers
• 📝 Ensure Compliance — Multi-level approval workflows enforce compensation policies
• 🤝 Improve Candidate Experience — Self-service portal for offer review, negotiation, and acceptance

---

At a Glance

📊 Total Offers	⏱️ Key Metrics	🔗 Integrations	📱 Portal Access
[X]+ managed	Acceptance rate tracking	Job Board, Calendar, E-Signature	✅ Candidate Portal

Perfect For:

• 🏢 HR Teams — Manage offer workflows, templates, and approvals at scale
• 👥 Hiring Managers — Create and track offers for candidates in their pipeline
• 📈 Executives — Approve high-value offers and monitor compensation trends

---

How It Works

Offer Lifecycle

┌─────────────────────────────────────────────────────────────────────────────┐
│                           OFFER LIFECYCLE                                   │
├─────────────────────────────────────────────────────────────────────────────┤
│                                                                             │
│  ┌──────────┐    ┌──────────┐    ┌──────────┐    ┌──────────┐             │
│  │  CREATE  │───▶│ APPROVAL │───▶│   SEND   │───▶│ RESPONSE │             │
│  │  DRAFT   │    │ WORKFLOW │    │ TO CAND  │    │          │             │
│  └──────────┘    └────┬─────┘    └──────────┘    └────┬─────┘             │
│                       │                               │                    │
│            ┌──────────┴──────────┐        ┌──────────┴──────────┐         │
│            ▼                     ▼        ▼          │          ▼         │
│     ┌──────────┐          ┌──────────┐  ┌────────┐   │   ┌──────────┐     │
│     │ APPROVED │          │ REJECTED │  │ACCEPTED│   │   │ REJECTED │     │
│     │          │          │ (revise) │  └───┬────┘   │   └──────────┘     │
│     └────┬─────┘          └──────────┘      │        │                    │
│          │                                  ▼        ▼                    │
│          ▼                           ┌──────────┐  ┌──────────┐           │
│   ┌────────────┐                     │E-SIGNATURE│  │NEGOTIATE │           │
│   │Ready to Send│                     └────┬─────┘  └────┬─────┘           │
│   └────────────┘                          │              │                │
│                                           ▼              ▼                │
│                                    ┌──────────────────────────┐           │
│                                    │         HIRED            │           │
│                                    │   → Onboarding Hub       │           │
│                                    └──────────────────────────┘           │
│                                                                           │
└───────────────────────────────────────────────────────────────────────────┘

Integration Ecosystem

                              ┌─────────────────┐
                              │  OFFER MANAGER  │
                              └────────┬────────┘
                                       │
         ┌─────────────┬───────────────┼───────────────┬─────────────┐
         │             │               │               │             │
         ▼             ▼               ▼               ▼             ▼
   ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐
   │ JOB BOARD │ │ INTERVIEW │ │ CALENDAR  │ │E-SIGNATURE│ │ONBOARDING │
   │           │ │ SCHEDULER │ │           │ │           │ │   HUB     │
   └─────┬─────┘ └─────┬─────┘ └─────┬─────┘ └─────┬─────┘ └─────┬─────┘
         │             │             │             │             │
         ▼             ▼             ▼             ▼             ▼
   ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐
   │ Candidates│ │ Completed │ │  Sync     │ │  Digital  │ │  Hired    │
   │ from jobs │ │ interviews│ │ deadlines │ │ signatures│ │ handoff   │
   └───────────┘ └───────────┘ └───────────┘ └───────────┘ └───────────┘

---

Key Features

📝 Offer Creation & Templates

Create professional offers quickly using templates or from scratch.

Feature	Description
Offer Templates	Pre-configured templates by role level with default compensation, benefits, and approval rules
Role Levels	Entry Level, Mid Level, Senior Level, Executive—each with appropriate defaults
Compensation Fields	Base salary, bonus, signing bonus, equity with validation
Benefits Package	Health insurance, dental/vision, retirement, PTO, equity participation
Offer Letter Content	Rich text templates with placeholder variables (candidate name, salary, start date, etc.)
Template Duplication	Clone and customize existing templates for new roles

Placeholder Variables:

• {candidate_name} — Candidate’s full name
• {position_title} — Job title
• {company_name} — Business name
• {base_salary} — Formatted salary
• {start_date} — Proposed start date
• {offer_expiration_date} — Offer deadline
• {hiring_manager_name} — Manager’s name

Use Case: HR creates a “Senior Software Engineer” template with $120K-$180K salary range, standard benefits, and an offer letter. When extending an offer, the template pre-fills defaults while allowing customization per candidate.

---

✅ Multi-Level Approval Workflow

Ensure compensation decisions go through proper governance.

┌──────────────────────────────────────────────────────────────────────┐
│                     APPROVAL WORKFLOW BY SALARY                      │
├──────────────────────────────────────────────────────────────────────┤
│                                                                      │
│  SALARY < $100K         $100K - $200K            > $200K            │
│  ┌─────────────┐       ┌─────────────┐       ┌─────────────┐        │
│  │   Manager   │       │   Manager   │       │   Manager   │        │
│  │  Approval   │       │  Approval   │       │  Approval   │        │
│  └──────┬──────┘       └──────┬──────┘       └──────┬──────┘        │
│         │                     │                     │               │
│         ▼                     ▼                     ▼               │
│  ┌─────────────┐       ┌─────────────┐       ┌─────────────┐        │
│  │   APPROVED  │       │ HR Director │       │ HR Director │        │
│  └─────────────┘       │  Approval   │       │  Approval   │        │
│                        └──────┬──────┘       └──────┬──────┘        │
│                               │                     │               │
│                               ▼                     ▼               │
│                        ┌─────────────┐       ┌─────────────┐        │
│                        │   APPROVED  │       │  Executive  │        │
│                        └─────────────┘       │  Approval   │        │
│                                              └──────┬──────┘        │
│                                                     │               │
│                                                     ▼               │
│                                              ┌─────────────┐        │
│                                              │   APPROVED  │        │
│                                              └─────────────┘        │
│                                                                      │
└──────────────────────────────────────────────────────────────────────┘

Feature	Description
Salary-Based Routing	Automatic approver assignment based on compensation thresholds
Approval Levels	Manager, HR Director, Executive—configurable per business
Approval Actions	Approve with optional comments, or reject with required reason
Status Tracking	Pending, Approved, Rejected with full audit trail
Response Time	Track how long each approval takes
Overdue Detection	Highlight approvals waiting more than 2 business days
Rejection Workflow	Rejected offers return to draft for revision

Use Case: A $175,000 offer triggers both Manager and HR Director approval. Each approver can add comments, and the offer cannot be sent until all required approvals are received.

---

💬 Negotiation Management

Track and respond to candidate counter-offers professionally.

Feature	Description
Start Negotiation	Transition sent offers into negotiation mode
Candidate Counter-Offer	Record candidate’s requested salary, bonus, equity, and notes
Company Response	Document company’s counter-proposal
Negotiation Rounds	Track number of rounds (configurable limit: 0-5 or unlimited)
Final Offer	Mark offer as final when no more negotiation is possible
Negotiation History	Complete timeline of all proposals and responses
Deadline Tracking	Set and monitor negotiation deadlines

Negotiation Statuses:

• not_started — Offer sent, no counter-offer yet
• candidate_countered — Candidate submitted counter-proposal
• company_responded — Company responded to counter
• final_offer — No further negotiation available
• negotiation_complete — Concluded (accepted or rejected)

---

✍️ E-Signature Integration

Collect legally binding signatures on offer letters.

Feature	Description
Provider Support	DocuSign, HelloSign, Adobe Sign, PandaDoc
Send for Signature	One-click signature request after offer acceptance
Status Tracking	Not Sent, Sent, Viewed, Signed, Declined, Expired
Resend Capability	Resend signature requests if candidate didn’t receive
Signed Document	Download completed, signed offer letter PDF
Auto-Trigger	Optionally trigger e-signature automatically upon acceptance

E-Signature Status Flow:

Not Sent → Sent → Viewed → Signed (or Declined/Expired)

---

🌐 Candidate Portal

Self-service portal for candidates to review and respond to offers.

Feature	Description
Secure Access	Token-based URLs—no login required
Offer Details	View compensation, benefits, start date, expiration
Personalized Letter	See offer letter with all placeholders replaced
Accept Offer	One-click acceptance with optional e-signature trigger
Decline Offer	Decline with reason (captured for analytics)
Request Negotiation	Submit counter-offer directly from portal
Negotiation View	See negotiation history and company responses
Resend Signature	Request e-signature email resend
Company Branding	Portal displays company logo and colors

Use Case: Candidate receives an email with a portal link. They review the offer, submit a counter-proposal for higher salary, and receive notification when the company responds. Once terms are agreed, they accept and sign electronically—all without creating an account.

---

📊 Analytics Dashboard

Comprehensive metrics to optimize your offer process.

Key Metrics:

• Total Offers (all time and by period)
• Acceptance Rate
• Average Time to Accept (days)
• Negotiation Success Rate
• Offers by Status (pie chart)

Detailed Analytics:

Analysis Type	Metrics
Pipeline Overview	Draft, Pending Approval, Approved, Sent, Negotiating, Accepted, Rejected, Withdrawn
Salary Analysis	Average, Median, Min, Max salaries for accepted offers
Approval Statistics	Internal approval rate, average approval time (hours)
Top Performing Jobs	Jobs with highest acceptance rates
Monthly Trends	Offers created and accepted over time
Time Range Filters	Last 7 days, 30 days, 90 days, 6 months, 1 year

---

📈 Market Analysis & Benchmarks

AI-powered compensation insights for competitive offers.

Feature	Description
Search by Role	Get salary data for specific job titles and locations
Browse by Department	View compensation benchmarks by department
Percentile Data	25th, 50th, 75th, 90th percentile salary ranges
Market Comparison	Compare your offers to market rates
Experience Levels	Entry, Mid, Senior, Executive benchmarks
Location Adjustment	Factor in geographic cost-of-living

Use Case: Before extending an offer for a Senior Product Manager in San Francisco, HR checks market benchmarks to ensure the proposed $180K base is competitive (75th percentile for the role/location).

---

🤖 AI Agent (Offer Manager Agent)

Conversational AI assistant for offer management tasks.

Capability	Description
Get Salary Benchmarks	“What salary should we offer for a Senior Engineer in Austin?”
Draft Offers	“Draft an offer for candidate Sarah Chen with $150K base”
Check Offer Status	“What’s the status of the offer for candidate #123?”
List Pending Approvals	“Show me offers waiting for my approval”
Compare to Market	“Compare our offer to John to market rates”
Generate Reports	“Generate an offer pipeline report for Q4”

AI Safety Features:

• PII Protection — Masks salary data and sensitive information
• Bias Guard — Prevents pay inequity in compensation decisions
• Approval Enforcement — Requires proper workflow before sending offers
• Benchmark Validation — Flags offers significantly above/below market

---

🔔 Notifications

Automated emails keep all parties informed.

Notification Type	Recipient	Trigger
Offer Extended	Candidate	Offer sent to candidate
Offer Reminder	Candidate	Offer not viewed after 24 hours
Awaiting Response	Candidate	Viewed but no response after 3 days
Expiring Soon	Candidate	1 day before expiration
Complete Signature	Candidate	E-signature pending after 2 days
Offer Accepted	Hiring Team	Candidate accepts offer
Offer Rejected	Hiring Team	Candidate declines offer
Counter-Offer Received	HR	Candidate submits counter-proposal
Counter-Offer Accepted	Candidate	Company accepts candidate’s terms
Approval Requested	Approvers	Offer submitted for approval

---

📅 Calendar Integration

Sync offer deadlines and start dates with your calendar.

Event Type	Description
Offer Response Deadline	When offer expires
Start Date	New hire’s first day
Negotiation Deadline	When negotiation period ends

Sync Features:

• Automatic calendar event creation
• Update events when dates change
• Remove events when offers are withdrawn
• Attendees include hiring manager, recruiter, and candidate

---

🚀 Post-Acceptance Workflow

Smooth transition from offer acceptance to onboarding.

Action	Description
Move to Hired	Update candidate status to “Hired”
Update Start Date	Set or modify the new hire’s start date
Notify Hiring Manager	Inform the team of the new hire
Create Onboarding Plan	Launch onboarding workflow in Onboarding Hub
Mark Ready for Onboarding	Complete offer handoff to onboarding team

---

Offer Status Reference

Status	Description	Available Actions
draft	Created, not submitted	Edit, Submit for Approval, Delete
pending_approval	Awaiting internal approval	Approve, Reject
approved	Internally approved	Send, Edit, Withdraw
sent	Sent to candidate	Withdraw, Start Negotiation
negotiating	In negotiation	Add Counter, Respond, Complete
accepted	Candidate accepted	Move to Hired, Onboarding
rejected	Candidate declined	—
withdrawn	Offer withdrawn	Reopen
expired	Past expiration date	—

---

User Roles & Permissions

Role	Capabilities
Manager	View offers (own team), create offers, approve offers below threshold, view analytics
HR/Admin	Full access to all offers, create/manage templates, configure settings, full analytics, approve at all levels
Executive	Approve high-value offers (above executive threshold)
Super Admin	All capabilities plus system configuration and overrides

---

Getting Started

For Hiring Managers

1. Navigate to Apps → Offer Manager
2. View Candidates Ready for Offers on the dashboard
3. Click Create Offer and select a candidate
4. Choose a template or configure compensation manually
5. Submit for approval when ready

For HR Administrators

1. Go to Offer Manager → Templates
2. Create offer templates for each role level
3. Configure Settings for approval thresholds and workflows
4. Review Pending Approvals regularly
5. Monitor Analytics for offer performance

For Approvers

1. Check Pending Approvals in the Offer Manager navigation
2. Review offer details and compensation
3. Approve with optional comments or Reject with reason
4. Track approval response times

---

Best Practices

For Creating Offers

• ✅ Always check market benchmarks before setting compensation
• ✅ Use templates for consistency across similar roles
• ✅ Set realistic expiration dates (7-14 days recommended)
• ✅ Include detailed benefits in offer letters
• ✅ Personalize the offer letter message for each candidate

For Approvers

• ✅ Respond to approval requests within 48 hours
• ✅ Review market comparison data before approving
• ✅ Provide constructive feedback when rejecting
• ✅ Flag offers that seem significantly below or above market

For Managing Negotiations

• ✅ Respond to counter-offers promptly (within 24-48 hours)
• ✅ Document all negotiation details in the notes field
• ✅ Set clear negotiation round limits to avoid endless back-and-forth
• ✅ Know your walk-away point before entering negotiations

For Administrators

• ✅ Review acceptance rates monthly to identify trends
• ✅ Update salary benchmarks quarterly
• ✅ Configure approval thresholds appropriate for your organization
• ✅ Enable e-signature integration to streamline the process

---

Frequently Asked Questions

Q: Can a candidate have multiple active offers?
A: No, the system prevents duplicate active offers for the same candidate. You must complete or withdraw an existing offer before creating a new one.

Q: What happens if an approver rejects an offer?
A: The offer returns to “draft” status for revision. The rejection reason is recorded, and the offer creator can modify the terms and resubmit.

Q: Can I extend an offer’s expiration date?
A: Yes, use the “Extend Expiration” action to give candidates more time. The candidate is notified of the new deadline.

Q: How do candidates access the offer portal?
A: Candidates receive an email with a unique portal link. No login or account creation is required—the token provides secure, one-time access.

---

Related Resources

• Job Board App Overview — Manage job postings and applications
• Interview Scheduler App Overview — Schedule and manage interviews
• Onboarding Hub Overview — Automate new hire onboarding

---

The Offer Manager App transforms your offer process from chaotic to streamlined. Create competitive offers, ensure proper approvals, and give candidates a professional experience from offer to acceptance.