Offer Manager FAQ
Answers to common setup and operating questions about Offer Manager.
For what the app is and how to set it up from scratch, see the
Offer Manager Overview.
Setup
Do I need to configure approval workflows before I can send offers?
No. If no approval workflow matches a new offer, the system falls back to salary-threshold approvals using the values in Settings. The default manager-approval threshold is $150,000 and the default executive-approval threshold is $200,000. Offers below both thresholds skip internal approval entirely and can be sent immediately after creation.
How do I connect e-signatures to Offer Manager?
Two paths are available. If your organisation uses the built-in E-Signature app, enable it and Offer Manager detects it automatically. If you use an external provider (DocuSign or HelloSign), set it up under Admin > Integrations as an e-signature integration, then open Offer Manager Settings and choose your Preferred E-Signature Provider from the dropdown. The E-Signature Integration toggle in Settings must also be on. Both paths can coexist — if multiple providers are configured, the dropdown controls which one is used when sending an offer for signature.
Permissions and access
Who can create and edit offers?
Any user with access to Offer Manager can create an offer. Editing is restricted to offers in Draft or Rejected status and is limited to the person who created the offer, any recruiting admin, or the recruiter assigned to the job.
Who can see all offers versus just their own?
Users in the recruiting function — recruiting admins and app admins — see every offer in the business. Everyone else sees only offers they created, offers for jobs they recruit for, offers for candidates they manage, or offers they were asked to approve. This scoping applies to the Offers list, the Dashboard, and Reports.
Who can approve an offer?
Super admins can always approve. The hiring manager listed on the job can always approve. Beyond that, approval rights come from either an approval workflow (where the offer matches the workflow’s conditions and the user is a designated approver at one of its levels) or from the legacy salary-threshold path (where the user is listed as a manager or executive approver in Settings). Approval delegations also apply — see the delegation question below.
Day-to-day
How do approval workflows decide which workflow applies to an offer?
Each workflow carries conditions: salary range, departments, regions, job levels, and employment types. When an offer is submitted for approval, the system evaluates the offer against every active workflow and uses the first one whose conditions all match. If no workflow matches, the system falls back to the salary-threshold approvers configured in Settings.
Can I delegate my approval authority when I’m out of office?
Yes. Open Offer Manager and go to the Internal Approvals tab. Set a delegate by choosing a colleague and a date range. While the delegation is active, your delegate can see and act on your pending approvals in addition to their own. Delegations are additive — the original approver can still approve — and they expire automatically when the date range ends.
How many rounds of counter-offers can a candidate make?
The Maximum Counter-Offer Rounds setting in Offer Manager Settings controls this. The default is 1 round. You can set it to any value from 0 (counter-offers disabled) through 5, or choose Unlimited. Once a candidate exhausts the allowed rounds, the portal no longer shows the negotiate option.
What happens after a candidate accepts an offer?
Acceptance triggers a post-acceptance checklist: Mark as Hired, Set Start Date, Notify Hiring Manager, and Create Onboarding Plan (the last item appears only if the Onboarding Hub app is enabled). If e-signature is configured, the system automatically sends the offer letter for signature after acceptance. When the candidate signs, the signed document is synced to HR Files and the candidate’s status is promoted to hired.
Can a candidate have more than one active offer at a time?
No. The system enforces one active offer per candidate. An active offer is any offer not in Draft, Withdrawn, Rejected, or Expired status. You must withdraw or let the existing offer expire before creating a new one for the same candidate.
What does the candidate see in the portal?
The candidate receives an email with a secure link (no login required). In the portal they can view any offer that has been sent, accept it, decline it, or — if counter-offers are still available — submit a counter-offer with an updated salary and a message. Counter-offers notify the hiring team by email and in-app notification. The candidate can also request that the signature email be resent if they lost it.
When something looks wrong
“I edited the salary and now the offer needs approval again.”
If the base salary changes by more than 10% from the previously saved value, the approval workflow resets automatically. The offer returns to pending-approval status and all prior approvals are cleared. This is by design — a significant compensation change needs fresh sign-off.
“The offer says it expired, but I set no expiration date.”
Offers without an expiration date do not expire on their own. If the offer shows as expired, check whether someone set an expiration date when the offer was created or last edited. The expiration date field is optional at creation, but once set, the system marks the offer expired as soon as that date passes.
“The salary I entered was rejected for being too high.”
When a job has a posted maximum salary, the system validates that the offer’s base salary does not exceed it. This check applies when you send or submit the offer — drafts are not restricted. The validation is intentionally skipped when you accept a candidate’s counter-offer, since the negotiated amount may legitimately exceed the original range.
“I can’t find the offer I’m looking for.”
If you are not in the recruiting function, you only see offers you created, offers for your jobs, or offers you were asked to approve. Ask a recruiting admin or an app admin to locate the offer. Also check the status filter — withdrawn and expired offers may be filtered out of the default view.
“My approval delegation isn’t working.”
Verify three things: the delegation’s date range covers today, the delegate is an active user in the same business, and the delegation was not manually deactivated. Only one active delegation per approver is allowed at a time. If you created a new delegation, any previous one for the same approver was replaced.
Licensing and limits
Does Offer Manager require a licence?
Yes. An admin enables it from the Apps Marketplace, and it requires a licence before it becomes available. The app is disabled by default for every new business.
Are there limits I should know about?
- One active offer per candidate at a time.
- Counter-offer rounds are capped by the Maximum Counter-Offer Rounds setting (default 1, maximum 5 or Unlimited).
- Salary-threshold approvals use two tiers: a manager threshold (default $150,000) and an executive threshold (default $200,000). Both are configurable in Settings.
- Automated reminders run every six hours and check five conditions: unviewed offers (24 hours after sending), unresponded offers (3 days after viewing), offers expiring within 24 hours, unsigned e-signatures (2 days after the signature request), and overdue internal approvals. All reminders respect the Automated Reminders toggle in Settings and stop after 90 days.
- Approval-workflow conditions can filter by salary range, department, region, job level, and employment type.
- Compensation fields (base salary, bonus, equity, and signing bonus) support values up to 10 digits with 2 decimal places.
More help
- Offer Manager Overview
- Ask AI — the assistant answers Offer Manager questions from these articles.