Introduction

Offer Workflow allows teams to create, approve, send, and sign offers through a single, configurable flow. It helps recruiters move faster from decision to acceptance while maintaining compliance, consistency, and approval controls across the organization.

This capability addresses a common recruiting challenge: offer delays caused by manual handoffs, scattered templates, and unclear approvals. By centralizing offer letters, communications, forms, and approvals, Eightfold ensures offers are accurate, timely, and easy for candidates to accept.

Audience

Recruiter, Coordinator, HR Operations, Admin , approval-workflow participants (approvers, signers, watchers)

Key benefits

For recruiters and coordinators

• Faster offer turnaround — Create, approve, and send offers without switching tools or chasing approvals.
  
• Fewer errors and rework — Use pre-approved templates, variables, and clauses to ensure accuracy and consistency.

For candidates

• Clear, professional offers — Receive complete, well-structured offers with consistent communication.
  
• Flexible signing experience — Sign offers digitally or manually based on organizational preferences.

For your organization

• Improved compliance and governance — Enforce approval workflows and standardized offer content.
  
• Scalable global hiring — Support multiple signing methods and communication channels across regions.

Core concepts

Offer template

A reusable configuration that defines how offers are created and sent. It brings together the offer letter, communication templates, and the offer form.

Offer letter

The document issued to the candidate. It can be uploaded or authored in Eightfold and supports variables, clauses, calculated fields, and signature tokens.

Offer form

A structured form completed by the offer creator. It captures the data used to populate the offer letter and communications.

Approval workflow

A configurable set of approvers who must review and approve an offer before it can be sent to the candidate. Approvals can be serial, parallel, or hybrid.

How it works

Offer creation

When an offer is initiated for a candidate, the offer creator selects an offer template and is redirected to the associated offer form. The form captures all required details using predefined variables and sections.

Approvals

Once the form is completed, the offer is submitted for approval. The applicable approval workflow is triggered based on admin-defined conditions. All required approvers must approve before the offer is considered approved.

Offer rollout and signing

After approval, the offer creator sends the offer to the candidate using email, SMS, WhatsApp, or a combination of channels. The candidate reviews and signs the offer using the configured signing method.

Offer review and access

Wherever an offer shows up in the product — the pipeline, a candidate's profile, the Approval Center, or the offer review page — viewing and acting on it works the same way.

Candidate profile → offer review page. Navigate to a candidate's profile → Hiring Activities → Offers tab. The offer card shows a status badge (for example, Extended) and who rolled out the offer. Clicking View offer or View details opens the offer review page, organized into Candidate Overview, Résumé, Offer Details, Offer Documents, Interview Feedback, and Offer Activities tabs, with Approvers, Signers, and Watchers listed in a side panel.

Consistent access everywhere. Across the TA pipeline, candidate profile actions bar, Manage offers modal, Hiring Activities Offers tab, and the offer review page, a user needs either offer permissions or an approval-workflow role (not necessarily both) to view an offer. The button shown always matches actual rights: View offer, Create/Edit offer, or a disabled button with an explanatory tooltip. Editing always requires offer permissions regardless of workflow role.

Signing methods

Eightfold supports three signing options:

• DocuSign
  
• Eightfold native Type-to-Sign
  
• Wet (manual) signature

Candidates can sign within the Eightfold career site or externally, depending on organizational settings.

Note: Approval workflows and signing methods are configured in the Admin Console and are independent of individual offers.

When to use

You want to manage your offers through our platform, without needing to manage this through an outside vendor or through a manual process.

Best practices

• Standardize templates early — Reduce downstream edits by aligning legal, HR, and TA on offer templates upfront.
  
• Use conditional approvals — Trigger approvals only when needed to avoid unnecessary delays.
  
• Group form fields logically — Organize offer forms into clear sections to improve speed and accuracy of data entry.

Pro tip: Define signature methods at the template level to ensure a consistent candidate experience across similar roles.

Frequently asked questions

Q: Can different offers use different signing methods?
A: Yes. Signing methods can be configured per offer template or during rollout, based on organizational settings.

Q: When is an offer considered approved?
A: An offer is approved only after all required approvers in the configured workflow have approved it.

Q: Can offer creators edit the offer letter content directly?
A: Offer creators typically populate predefined variables through the offer form. Direct edits to the offer letter are controlled by template configuration and permissions.

Q: What happens if an offer needs changes after approval?
A: If changes are required, the offer must be updated and resubmitted for approval to ensure auditability and compliance.

Q: Can approvals be configured differently for different roles or locations?
A: Yes. Approval workflows can be conditionally triggered based on criteria such as role, location, compensation, or other offer attributes.

Q: Are SMS and WhatsApp mandatory for offer rollout?
A: No. Email is always supported, and SMS or WhatsApp can be enabled optionally based on organizational preferences.

Q: Can candidates sign offers outside the Eightfold career site?
A: Yes. Candidates can sign externally, for example through DocuSign, depending on the configured signing method.

Q: Can multiple offer templates exist for the same role?
A: Yes. Organizations can configure multiple templates and allow offer creators to select the appropriate one during offer creation.

Q: Will editing rights change for approvers, signers, or watchers? A: No. Editing an offer requires offer permissions regardless of workflow role — a workflow participant can view an offer they're part of, but never edit it unless they separately hold offer permissions.