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Offer approval workflow

  • SmartRecruit


SmartRecruiters' job approval workflow has three phases: request, approve, and extend the offer.


Offer creators can request approval from the Offer tab of the candidate profile.


  1. Create the offer as normal, and click Save.
  2. For sequential and parallel approvals, simply review the approver list, and add an optional comment. SmartRecruiters will include this comment in the approval emails.Screen Shot 2017-04-24 at 1.40.16 PM.png
  3. If the approval has no pre-set chain, choose the sequence, and add approvers by searching for them by name: Screen Shot 2017-04-24 at 1.44.01 PM.png
    • For sequential approvals, set the order of approvers by dragging them up and down the list.Screen Shot 2017-04-24 at 11.44.57 AM.png
    • For parallel approvals, choose whether all or at least one should approve.Screen Shot 2017-04-24 at 11.45.55 AM.png
  4. Click Send for Approval to save the offer and send the requests. 

SmartRecruiters will save the offer, but you will not be able to send it yet. Offers cannot be extended until they're approved.  

Approvers will receive the request by email. You can monitor their approvals from the Job Details tab on the job's profile page: Screen Shot 2017-04-24 at 1.46.16 PM.png

If you need to edit the approval list or position information, click Edit in the Offer details section. In some cases, you may need to resubmit the offer if you edit a candidate field that requires reapproval.

Character limit for offer approval comments is 1,000 characters.

Skip Approver

In the case where an approver is not available, an Administrator can skip one or more approvers on a job or offer, to help hiring teams move forward.

  1. The Recruiter notices that an offer approver is out of office and informs the Administrator.

  2. The Administrator checks the profile and decides to skip the last approver.

  3. The Administrator selects a value and confirms the action. 

  4. The system displays the name of the Administrator who skipped the approver, with a time/date-stamp. 


Review and approve

When you're assigned as an offer approver for a job, SmartRecruiters will email you when someone submits an offer for a candidate on that job.

  1. Review the email, which will contain a summary of the offer's details for your review:Screen Shot 2017-04-24 at 1.47.41 PM.pngThe list of fields in the Terms section will be unique for your company, and determined by the various candidate fields added to the job.
  2. Click Approve to immediately approve the request and go to the candidate profile, or click View Details to go to the offer's details and either approve or decline the request.Screen Shot 2017-04-24 at 1.50.35 PM.png

If for some reason you need to change your decision, the offer must be resubmitted for approval again.

Extend approved offer

Once all approvers have either approved or declined the request, SmartRecruiters will:

  • notify the requestor by email:Screen Shot 2017-04-24 at 2.05.00 PM.png
  • and update the job's details:Screen Shot 2017-04-24 at 1.55.01 PM.png

When the offer is approved, you can send it:

  • via email, or
  • via DocuSign if your company has an active DocuSign integration and you use the same email for SmartRecruiters and DocuSign.