DocuSign is a cloud-based system of agreement platform, which allows companies to quickly modernize and digitize the entire agreement process on practically any device.

Greenhouse Recruiting and DocuSign have created an integration so you can seamlessly use the two products together to send offer letters to candidates and obtain signatures electronically.

Note: The DocuSign integration can be configured only in the Offer stage. It is not possible to add DocuSign functionality to earlier stages in the interview plan. The DocuSign integration cannot be used to send NDAs to candidates.

General information

The DocuSign integration is activated on a per-user basis, rather than being activated by only one user for the entire organization. Every user who wishes to use the integration must follow the set up instructions below.

To use the DocuSign integration with Greenhouse Recruiting, your team will need to work with your DocuSign Account team to purchase the appropriate plan. The integration was set up this way to simplify permissions and ensure everyone who should have access to send documents can do so without problems.

If your organization currently uses SSO to connect to DocuSign, you must be on the new version of SSO that DocuSign supports, rather than the legacy version. Send on behalf of (SOBO) settings do not need to be configured within Docusign before enabling the integration and sending out offers. Users can only send from their own email address, but all documents will be saved against that user account when logging into DocuSign.

You can access the integration with DocuSign's 'web plans' account; however, the integration functionality will be limited. DocuSign recommends purchasing a 'business pro' plan to gain additional functionality.

Below is a general outline of the process to send offer letter templates with the integration:

  1. Enable the integration. Each user who will send offers via DocuSign must enter their DocuSign username and password in Greenhouse Recruiting's Integrations section to connect their DocuSign account to Greenhouse Recruiting.
  2. Add DocuSign's special offer tokens to your offer letter templates, and upload them to Greenhouse Recruiting.
  3. When creating an offer for a candidate, generate the offer letter using a template that contains the DocuSign tokens.
  4. Choose the option to send the offer letter to the candidate via DocuSign. Site Admin users with the permission Can see private notes, salary info, manage offers, request approval, and approve jobs/offers, and Job Admin users with the permission Can view and edit offers and approve/request approval on offers can send offer letters through the DocuSign integration.
  5. Preview the document in DocuSign, and then send from there.
  6. Once all signatures have been collected, the fully executed document is uploaded automatically as a private attachment on the candidate's Details tab in Greenhouse Recruiting.

Enable the DocuSign integration

To enable the integration in your individual Greenhouse Recruiting account, click Integrations from your navigation bar.

Select or search for DocuSign, then click Connect.

You will be redirected to DocuSign to enter your DocuSign credentials. If you use SSO, you will be redirected to your authentication provider for DocuSign. Otherwise, you will need to enter your password.

Once you sign in, you will be redirected back the Integrations page in Greenhouse Recruiting. DocuSign now appears under the Manage Integrations section, indicating the integration was enabled successfully.

Add DocuSign tokens to offer letter templates and upload

Note: If you have yet to create an offer letter template in Greenhouse Recruiting, click here to read the full set of instructions.

With the DocuSign integration enabled, four additional tokens are available to include in any offer letter templates you create:

Note: Originally, the Greenhouse Recruiting / DocuSign integration supported three tokens: {{CANDIDATE_SIGNATURE}}{{COMPANY_SIGNATURE}} and {{SIGNATURE_DATE}}. While we strongly recommend users update their existing offer letter templates using the new tokens, the legacy token {{SIGNATURE_DATE}}is still supported at this time.

The placement of these tokens determines where the electronic signatures are placed in the offer letter template. DocuSign tokens must be on their own line within templates to work correctly. 


Once you have created the offer letter template, you're ready to upload it to Greenhouse Recruiting! Click the Configure icon on your navigation bar, and then click Offer Templates from the left. From the Offer Templates page, click Upload New.

From the Upload New Offer Template box, fill in the appropriate fields and click Choose File to locate the file on your computer. When finished, click Save Template.

Once uploaded, navigate to the offer letter template from the list and click Test. This will check the template for any unsupported tokens in the template. If all tokens in the template are supported, the offer letter template status will read Verified.

Note: The DocuSign tokens are available only for users who have connected the DocuSign integration in their Greenhouse Recruiting user account. If a user who has not connected the DocuSign integration attempts to test an offer template or generate a candidate offer letter which contains any of the DocuSign tokens, the user will encounter an error for those tokens.

Generate and send offer letter with DocuSign

In order to use the DocuSign integration, the offer letter must be generated through Greenhouse Recruiting. To generate and send an offer letter, navigate to a candidate's profile.

From the candidate's profile, navigate to Offer Details tab and click Create Offer. Fill in the appropriate fields.

Once an offer has been created, navigate to the Offer Documents section and click Generate.

Note: If you prefer to upload one or more documents from your computer rather than generating from an Offer Template, click Upload to the left of the Generate button instead, and then follow the workflow below to send through DocuSign.

To send more than one document through DocuSign, all documents must be selected and uploaded simultaneously. If you upload one document and then click Upload again to select another, the second document will replace the first.

From the Generate Offer Document dialog box, use the provided drop-down menu to select the appropriate template. Click Generate when finished.

Once the offer letter has been generated, click Send with DocuSign.

From the Send with DocuSign dialog box, select an email template or simply type the message to the candidate to go along with the offer letter. To proceed with sending the letter, click Preview on DocuSign.

Note: If the offer letter you've generated includes the {{COMPANY_SIGNATURE}} token, don't forget to select the appropriate user to sign on behalf of the company in the To User field. To be selected in the To User field, a user must be a Job Admin with the permission stripe Can view and edit offers, or be a Site Admin with the user-specific permission Can see private notes, salary info, manage offers, request approval, and approve jobs/offers.

Clicking Preview on DocuSign launches DocuSign. From here, you can add fields or choose to send the letter by clicking Send.

Track signatures and access fully executed letter

You can check on the status of the document within Greenhouse Recruiting while viewing the details of the offer. There are three statuses that will be displayed in Greenhouse Recruiting:

A long dash is displayed when the offer document has been sent to the candidate via DocuSign and is awaiting action from the candidate.
Pending is displayed when the candidate has reviewed the offer document sent to them via DocuSign but has not yet signed it.
A date is displayed when the candidate has signed the offer document. You will also notice a green checkmark to the left of the candidate's email address where there was previously a white circle.

The user who sent the offer letter receives notifications via email when all of the signatures have been collected. The fully-executed letter is uploaded to the candidate's profile automatically and accessible on the candidate's Details tab, under the All Attachments section.