Offer Manager FAQ
Answers to common setup and operating questions about Offer Manager.
For what the app is and how to set it up from scratch, see the
Offer Manager Overview.
Setup
Do I need to configure approval workflows before I can send offers?
No. When no approval workflow matches an offer, the job’s hiring manager approves it — and the hiring manager is added as an approver beside any workflow’s approvers too, unless they created the offer. If the job has no hiring manager and no workflow matches, submitting is refused with the reason and the offer stays a draft; add a hiring manager to the job or create a workflow. To add approvers for larger offers, create an approval workflow with a salary condition. Offers skip internal approval only when Approval Workflows is turned off in Settings — then submitting an offer approves it at once.
How do I connect e-signatures to Offer Manager?
Two paths are available. If your organisation uses the built-in E-Signature app, enable it and Offer Manager detects it automatically. If you use an external provider — DocuSign or HelloSign, the two Offer Manager can send through — set it up under Admin > Organization > Integrations as an e-signature integration, then open Offer Manager Settings and choose your Preferred E-Signature Provider from the dropdown. The E-Signature Integration toggle in Settings must also be on. Both paths can coexist — if multiple providers are configured, the dropdown controls which one is used when sending an offer for signature.
Permissions and access
Who can create and edit offers?
Offers are created by the recruiting function (business admins, HR admins and Offer Manager app admins), Offer Manager contributors, the recruiter assigned to a job, and the person who added a candidate (for that candidate). Other people with access to the app — including a job’s hiring manager — don’t see Create Offer. Editing is open on a Draft, or on an offer the approval chain rejected, and is limited to the person who created the offer, the recruiting function, Offer Manager contributors, and the recruiter assigned to the job. You can’t create or edit an offer made to yourself.
Who can see all offers versus just their own?
Users in the recruiting function — business admins, HR admins and Offer Manager app admins — see every offer in the business. Everyone else sees only offers they created, offers for jobs they recruit for or hiring-manage, or offers they were asked to approve. The Who can see all offers? setting can widen the full offer book to everyone with app access, or to specific people. This scoping applies to the Offers list, the Dashboard, and Reports.
Who can approve an offer?
The people the offer’s approval names: the approvers of the workflow that matched it, at the level that is open now (with sequential levels, level 1 decides before level 2), and the job’s hiring manager. Admin roles do not approve by themselves — a super admin approves only an older offer that has no approval rows — but Offer Manager admins (business admins and Offer Manager app admins) can always use Override Status on the offer page. With Require a separate approver on (the default), nobody approves an offer they created. Approval delegations also apply — see the delegation question below.
Day-to-day
How do approval workflows decide which workflow applies to an offer?
Each workflow carries conditions: salary range, departments, regions, job levels, and employment types. When an offer is submitted for approval, the most specific active workflow whose conditions match it is used: workflows with conditions are checked before catch-all ones, the default wins among equals, then name order. If no workflow matches, the default workflow is used; if none is marked default, the job’s hiring manager approves the offer.
Can I delegate my approval authority when I’m out of office?
Yes. Open Offer Manager, go to the Internal Approvals tab and click Delegate approvals. Choose a colleague and a date range. While the delegation is active, your delegate can see and act on your pending approvals in addition to their own. Delegations are additive — the original approver can still approve — and they expire automatically when the date range ends.
How many rounds of counter-offers can a candidate make?
The Maximum Counter-Offer Rounds setting in Offer Manager Settings controls this. The default is 1 round. You can set it to any value from 0 (counter-offers disabled) through 5, or to 10 Rounds (Maximum). Once a candidate exhausts the allowed rounds, the portal no longer shows the negotiate option.
What happens after a candidate accepts an offer?
The offer page shows the next steps: Mark as hired, the start date (edit it with the pencil beside it), Notify Hiring Manager in the actions menu, and Set up onboarding, which opens an onboarding plan when the Onboarding Hub app is enabled — when it is not, the page asks you to enable Onboarding Hub. If e-signature is configured, the signature request normally goes out with the offer (Request Signature When Sent, on by default); with that setting off, it goes out when the candidate accepts. When the candidate signs, the signed document is synced to HR Files and the candidate’s status is promoted to hired.
Can a candidate have more than one active offer at a time?
No. The system enforces one open offer per candidate. An open offer is one in Draft, Pending Approval, Approved, Sent or Negotiating status — a draft counts. Delete or finish a draft, and withdraw a sent or negotiating offer (or let it expire), before creating a new one for the same candidate. Accepted, declined, rejected, withdrawn and expired offers don’t block a new one.
What does the candidate see in the portal?
The candidate receives an email with a secure link (no login required). In the portal they can view any offer that has been sent, accept it, decline it, or — if counter-offers are still available — submit a counter-offer with an updated salary and a message. Counter-offers notify the hiring team by email and in-app notification. The candidate can also request that the signature email be resent if they lost it.
When something looks wrong
“I need to change the salary on an offer that is already approved.”
Only a Draft, or an offer the approval chain rejected, can be edited. An offer pending approval, approved or sent cannot be edited: withdraw a sent offer and duplicate it as a new draft, or ask an Offer Manager admin to return it to draft with Override Status. A rejected offer you rework is submitted for approval again, and its approvers decide afresh.
“The offer says it expired, but I set no expiration date.”
Offers without an expiration date do not expire on their own. If the offer shows as expired, check whether someone set an expiration date when the offer was created or last edited. The expiration date field is optional at creation, but once set, the system marks the offer expired as soon as that date passes.
“The salary I entered was rejected for being too high.”
When a job has a posted maximum salary, the system validates that the offer’s base salary does not exceed it. This check applies when you send or submit the offer — drafts are not restricted. The validation is intentionally skipped when you accept a candidate’s counter-offer, since the negotiated amount may legitimately exceed the original range.
“I can’t find the offer I’m looking for.”
If you are not in the recruiting function, you only see offers you created, offers for your jobs, or offers you were asked to approve. Ask a recruiting admin or an app admin to locate the offer. Also check the status filter — withdrawn and expired offers may be filtered out of the default view.
“My approval delegation isn’t working.”
Verify three things: the delegation’s date range covers today, the delegate is an active user in the same business, and the delegation was not manually deactivated. Only one active delegation per approver is allowed at a time. If you created a new delegation, any previous one for the same approver was replaced.
Licensing and limits
Does Offer Manager require a licence?
Yes. An admin enables it from Admin → Apps → All Apps, and it requires a licence before it becomes available. The app is disabled by default for every new business.
Are there limits I should know about?
- One active offer per candidate at a time.
- Counter-offer rounds are capped by the Maximum Counter-Offer Rounds setting (default 1, maximum 10).
- Automated reminders run every six hours and check five conditions: unviewed offers (24 hours after sending), unresponded offers (3 days after viewing), offers expiring within 24 hours, unsigned e-signatures (2 days after the signature request), and overdue internal approvals. All reminders respect the Automated Reminders toggle in Settings and stop after 90 days.
- Approval-workflow conditions can filter by salary range, department, region, job level, and employment type.
- Compensation fields (base salary, bonus, equity, and signing bonus) support values up to 10 digits with 2 decimal places.
More help
- Offer Manager Overview
- Ask AI — the assistant answers Offer Manager questions from these articles.