This article explains how to create employment offers to successful candidates within Personio with a contract document, and send this offer to the candidate. If you don't have the Productivity Plus Add-on, learn how to Create an Offer without a Contract.
Create an Offer With a Contract
If you have the Productivity Plus Add-on, you can include a contract document in an offer. The contract document is created from a document template. To do this, follow these steps:
- Navigate to Recruiting > Applications, and select the candidate's application.
- Go to the Offer tab and click New offer.
- Then select Offer with a contract document.
- Under Template for contract document, select the desired contract template from the drop-down-list.
- Then fill in the details of your offer. The fields are defined by the placeholders that you used in your contract template. Click Preview document to see a preview of the contract template.
Tip: You can also Add an additional document. Any related templates must have previously been uploaded under Settings > People > Documents in the category Work contracts. Learn more about Configuring Document Categories and Adding Templates.
- Then click Save and continue.
You will now see an overview of the offer with the creation date and the status Created, and you can download the contract document as a PDF file. Learn more about How to Manage an Offer and its Phases.
Send the offer to the candidate
To inform the candidate of the offer, you have the following options:
Send contract document with e-signature
Make your candidate an offer and have the contract document electronically signed by all parties – a fast, easy and secure way to handle contract documents. Learn how to optimize your offer process by using electronic signatures.
The offer will appear with the status Pending and a notification that there are pending signatures.
Send contract document as email attachment
Make your offer and send the contract document as a conventional email attachment.
Tip You can also use this option to send the offer to the candidate without the contract document. To do so, simply remove the contract document from the attachments.
The offer status changes to Pending. The sent email appears under the Messages tab in the candidate profile.
Don't send contract document
Make an offer and share the contract document in person. The document won't be shared with the candidate, and no message will be sent. Click Skip sending to move the offer to the phase Pending.
You can access and download the contract document at any time. To do so, click Show offer details and download the created PDF files. You can also view the files in the application under Application documents.
Accept the Offer and Create an Employee Profile
Once a candidate accepted the offer, click on Offer accepted. In case the position has multiple openings, you can select if you want to fill and close an opening. Then click Hire candidate.
Tip If all openings of a position have been filled, you can archive the position.
A new employee profile with the status Onboarding is automatically created and prefilled with the attributes First name, Last name, and Position, as well as the system placeholders that were configured in the document template. Learn more about predefined system placeholders in document templates.