Manage letters, forms, and documents

Updated in October - 2024 | Subscribe to watch greytHR how-to video

Documents are official records used for communication, verification, and record-keeping. They are crucial for ensuring transparency, legal compliance, and efficient information management within an organization.

greytHR Recruit offers a platform to efficiently manage document workflows by generating offer documents and forms, obtaining necessary approvals, sending documents to candidates, and receiving counter-signed documents from them.

As an HR admin, you can manage candidate offer letters through greytHR Recruit from generation and approval to sending, eliminating the need for emails. You can also create and customize templates with placeholders, making certain fields and approvals, like medical certificates, compulsory or optional.

You can perform the following actions:

1. Create an offer document for candidate.

2. Send forms to candidates.

Create an offer document

You can create an offer document only for the candidates whose status is changed to Offered.

To change the candidate’s status to Offered, perform the following actions:

1. On the greytHR Recruit portal, navigate to the Candidates tab > select a candidate > on the right-hand side of the page, select the Jobs tab > click → available on the job card. You can also navigate to the Jobs tab > Candidates > click the required job card.

2. From the Candidate Status dropdown list, select Offered. The Create an Offer Document button appears. 

3. Click the Create an Offer Document button. The Create Offer Document pop-up appears.

4. Under Choose Template, from Select a template from the dropdown, select the required template. You can view the selected template.
   Note: To add/change the letter template navigate to Settings > Templates.

5. Click Next. The Fill Details section appears.

6. Fill in the details such as the Candidate’s Full Name, Job Title, Job Business Unit, and Joining Date. 

7. Click Preview Document. The Preview Document section opens and displays the document.

8. Click Generate Document. The Request for Approvalsl section appears.

9. Under Request for Approvals, select I need Approval/Skip approval as per requirements.

10. Under Reviewers, add a reviewer and set the priority.
    Note: The selected reviewer receives an email notification to approve the document.

11. Under Additional Files to Review, click +Add files to add files for review.

12. In the Recruiter Notes text box, add notes for the recruiter.

13. Click Send for Approval. The Set Expiry section appears.

14. From the Select an expiry date for the offer generated dropdown calendar, select the expiry date.

15. Click Next. The Upload Signed Document section appears.

16. Click Upload to browse and upload the document from your computer. You can also choose to skip this action. 

Note: 

1. You can view the created offer document under the Offer tab of the candidate’s profile page.

2. You can upload a signed document after the document is generated. 

3. You can download the offer document created, sign it, upload the signed document, and then send it to the candidate.

4. You can send a reminder email to the reviewer by clicking Send Reminder.

5. If the reviewer approves the offer, the status of the offer changes to Approved and the Send to Candidate button turns Active.

6. If the reviewer rejects the offer, the status of the offer changes to Rejected.  You can view the name of the reviewer who rejected the offer, along with the comments.

7. The Upload Signed Document button allows you to upload the signed document. If the document is already uploaded and you wish to replace the existing document with a newly signed one then click the Change Signed Document button. This is useful when revising documents and resending them to the candidate, especially during compensation negotiations.

Send forms to candidates

Forms are sent to the candidate through an email through the ‘Messages’ section on the candidate profile or from the Form tab of the candidate's profile.  Every message sent to the candidate allows the user to ‘Add Attachments’ or ‘Add Forms’.

Other related links:

• Overview of greytHR Recruit

• Add candidates to job

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