Overview
Offer Approvals is a feature that gives your team the ability to create an approval process before an offer is being sent out to a candidate. Team admins can create an approval process that has the option of having multiple steps and multiple approvers, by name or by role. Currently supported roles:
- Job Hiring Manager
- Opening Hiring Manager (only available when your team has Job Openings enabled)
This can be especially helpful for larger companies who have a lot of offers going out and want a system of oversight so that there are others approving the offers.
Eligibility
- Your team uses Gem ATS
How does the product work?
Creating an offer approval process (Admins)
A team admin can create an offer approval process under ATS Settings > Offers > Offer approvals. Please note that only admins can modify offer approval processes.
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Click + New approval process.
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Fill in the required settings and information like ‘Name’, ‘Location’, ‘Departments’, and add approvers (by user or role) for approval steps. Then, click Save and activate.
- Once an approval process is created, it will then be applied to offers that meet that criteria (based on 'Department' or 'Office location').
How offer approval processes are applied to jobs
As mentioned previously, offer approval processes are applied to jobs based on ‘Department’ and ‘Office location’. If you want an offer approval process to apply to a particular department or office, you’ll want to set the values for ‘Department’ and ‘Office location’ as such for an offer approval process. After this is set up, you’ll be able to see the offer approval process that’s been applied to a job under the job’s Job Settings in a module titled Approvals.
From this point forward, users will need to abide by the set offer approval process. The offer will not be allowed to be sent until the process is complete.
The priority of approval processes
You are not allowed to create offer approval processes that have overlapping ‘Department’ and ‘Location’. For example, the following two offer approval processes cannot exist at the same time.
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Offer approval process A
Department: Customer Success
Location: San Francisco
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Offer approval process B
Department: Customer Success / Support
Location: San Francisco / New York
An error message like the following would be flagged to you upon setup.
An exception exists if you create an offer approval process for “All Locations” or “All Departments”, which may overlap with offer approval processes for specific locations or departments. In this case, the more specific approval process will be applied.
How it works for approvers
Immediately after an offer is sent, Gem will send an approver an email to let them know that your approval is being requested to approve a specific offer.
They can approve directly from the email, but they will also be able to do so from a candidate’s application in Gem under Offer > Offer letter > Approval steps, and you’ll have the option to either Request changes or Approve the offer.
After all approval steps have been completed, the recruiter will be able to send the e-signature request.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.