Job Offer Approval Workflow

What does this workflow record at each stage of the offer?

Each job offer is created as a record with its own reference number, status, and timeline. The hiring manager's comments, HR's result and comments, any revised salary, benefits, and start date, and the candidate's acceptance or decline response are all saved to that record as the offer progresses. This gives a running history of who was involved and what was decided, alongside the offer's current status shown in table views and dashboards.

Who is involved in reviewing and approving a job offer?

The recruiter submits the offer and is asked to revise it if changes are needed. The hiring manager and HR each complete a review task with comments, and depending on whether the proposed salary is within the approved range, either HR or the finance director completes the approval step. Candidates take part through an emailed offer form, without needing an account, to accept or decline.

What happens if HR decides changes are needed to the offer?

If HR's review result is 'Changes needed', the workflow sets the offer status to Revising and sends it back to the recruiter to update the proposed salary, benefits, and start date. The updated details are saved to the record and the offer is sent back to the hiring manager for another review, with up to three rounds of this cycle supported.

How is the approval routed depending on the salary?

After the hiring manager and HR reviews are complete and the offer is ready for approval, the workflow checks whether the proposed salary is within the approved range. Offers within range go to HR for approval, while offers outside range go to the finance director for approval, and the outcome of that decision determines whether the offer moves forward or is marked Not Approved.

What does the candidate see and do in this process?

Once an offer is approved, the candidate is emailed the offer details along with a link to accept or decline and add comments, and they do not need to create an account to respond. Their response and comments are saved to the record, which then determines whether the offer status becomes Accepted or Declined and who is notified next.

How do we change this workflow if our approval structure differs?

A workflow can be adjusted by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept so changes can be reviewed over time. This makes it possible to adapt approval routing, review steps, or notification wording as hiring policies evolve, without needing a development project.

What happens after a candidate accepts the offer?

When the candidate accepts, the offer status is set to Accepted, the candidate receives a welcome email confirming their start date, and the recruiter and hiring manager are both notified of the acceptance. An HR task to start onboarding is also created with a due date five days out, and any notes entered on that task stay with the task in the record's task list.

What is recorded if the offer is not approved or is declined?

If either HR or the finance director rejects the offer, the status is set to Not Approved and the recruiter and hiring manager are notified by email. If the candidate declines instead, the status is set to Declined and the recruiter and hiring manager are notified along with the candidate's comments, all of which are visible in the record's timeline.

How is workspace activity tracked across job offers?

Every job offer record carries a reference number, current status, and a timeline of the steps completed, and workspace activity is logged as tasks and reviews are carried out. Table views and dashboards let staff see offers grouped by status, such as In Review, Revising, or Offer Sent, making it easier to keep track of multiple offers at once. Each business should confirm its own record-keeping obligations against these logs.