Gem ATS simplifies the offer creation process with Offer Templates & Tokens, allowing recruiters to generate offers efficiently without manually uploading premade documents. These templates use dynamic tokens to automatically pull key details from the candidate or job, reducing data entry and streamlining the entire offer workflow.
Setting up and using Offer Templates & Tokens
For admins
Only Gem admins can create and manage offer templates:
1. Go to ATS Settings → Offers → Offer tokens. Copy any required tokens and paste them into a document editor. (Note: Only .docx files are supported for offer templates.)
2. Create an Offer Template. Once your template is ready, navigate to Offer templates in ATS Settings. Click “+ Create offer template” in the top right and upload your .docx file. Then click “Next.”
After uploading, a confirmation will appear if the offer template tokens are valid.
For standard users (recruiters)
Once an admin has set up offer templates, standard users (typically recruiters) can associate them with jobs:
1. Assign a Template to a job. From the “Job settings” tab of a particular job, navigate to the “Job details” section. Click to expand it.
2. Select the offer template you want to associate with the job. Then click “Save & close” in the top-left corner.
3. Generate an offer for a candidate. Now, navigate to the candidate’s application and click “+ Generate offer.”
Here, you can:
- Change the offer template if needed
- Validate the offer tokens
- Update any additional offer details
4. Send for approval or e-signature. If Offer Approvals are required (and set up), you’ll be prompted to send approval requests first. Otherwise, you can send the e-signature request or revise the offer as needed.
Custom Offer Tokens in Gem ATS
Beyond default offer tokens, Gem ATS allows you to create custom tokens for offer fields, allowing you to automatically substitute the custom field form answers into generated offers. This eliminates manual data entry and streamlines the offer process.
Creating and using Custom Offer Tokens
As a Gem admin, follow these steps to create and apply custom offer tokens:
- Navigate to Gem ATS Settings → Offers
- In the “Offer tokens” tab, click “+ New custom token”
- Select the Custom field you want to convert into a token, and define the Token name. You can use a pre-generated token name or define your own. (Note: Token names must only include lowercase letters (a-z), numbers (0-9), and underscores (_).)
- Click “Create token.” Once created, your team can insert the token into offer templates. When you generate an offer, Gem will automatically replace the token with the corresponding field value.
Limitations
Offer templates must be in .docx format. PDF and other file types are not supported at this time.
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