Docusign pioneered the development of cloud-based e-signature technology, helping organizations of all sizes securely connect and automate how they prepare, sign, act on, and manage digital agreements.
Greenhouse Recruiting's integration with Docusign allows your team to add specialized tokens to your created offer templates so candidate offer documents are efficiently generated and sent out for signature with ease.
Tip: The Docusign integration can be used by all organizations, regardless of your Docusign subscription tier. However, some Docusign functionality may be limited based on your Docusign subscription. Reach out to your Docusign account manager for questions on the appropriate plan for your team. To experience full integration functionality, Docusign recommends a Business Pro plan.
Enable the Docusign integration
Each team member at your organization who wants to use the integration needs to follow the setup instructions outlined in this article, including users who don't send documents but may need to sign them.
Note: The Docusign integration can't be set up at once for an entire organization.
To enable Docusign for your Greenhouse Recruiting account, click Integrations on your navigation bar, then search for and select Docusign. Click Connect.
Enter your Docusign credentials, then click Accept to grant Greenhouse Recruiting permission to access your Docusign account.
You'll be redirected back to Greenhouse Recruiting, where the integration will indicate it's connected.
Note: If you use SSO, you may be redirected to your authentication provider for Docusign. You need to be on the new version of SSO that Docusign supports. Send-on-behalf-of settings don't need to be configured within Docusign before enabling the integration and sending out offers.
Add Docusign tokens to offer letter templates
After Docusign is enabled for your account, 8 additional offer letter tokens will become available to include in any offer letter templates:
{{CANDIDATE_SIGNATURE}}{{CANDIDATE_SIGNATURE_DATE}}{{CANDIDATE_ADDRESS}}{{CANDIDATE_INITIALS}}{{COMPANY_SIGNATURE}}{{COMPANY_SIGNATURE_DATE}}{{COMPANY_SIGNER_NAME}}{{COMPANY_SIGNER_JOB_TITLE}}{{CANDIDATE_TEXT_INPUT#}}{{CANDIDATE_LONG_TEXT_INPUT#}}{{COMPANY_SIGNER_TEXT_INPUT#}}{{COMPANY_SIGNER_LONG_TEXT_INPUT#}}
Note: For multiple text inputs, you can use the same Docusign Tokens, but change the number in the token for each new group of text. For example, to add a second text input, use {{CANDIDATE_TEXT_INPUT2}}
The placement of your Docusign tokens on offer templates determines where electronic signatures, dates, and other details show up on the offer letter.
Note: If your organization has existing custom offer tokens with the same name as any of the Docusign tokens, your custom offer token will take precedence, and the Docusign token will not work properly. You should consider editing any matching custom offer tokens if you intend to use the Docusign integration.
The Docusign integration originally launched with a single signature token, {{SIGNATURE_DATE}}. While we strongly recommend you update any existing offer letter templates to use the new tokens, the legacy token {{SIGNATURE_DATE}} is still supported.
Use a document editor like Google Docs or Microsoft Word to edit your offer template and add the Docusign tokens as desired.
Note: Docusign tokens must be on their own line on offer templates to work correctly.
Example
After modifying offer templates to include the Docusign tokens, re-upload the templates to Greenhouse Recruiting.
Note: Job Admin need the user-specific permission 'Can manage offer templates' to modify existing offer templates, while Site Admin need the user-specific permission 'Can see private notes, salary info, manage offers, request approvals, and approve jobs/offers'. Learn more about user-specific permissions.
To upload offer templates, click the Configure icon on your navigation bar, then select Offer Templates on the left. Click + Upload New.
Fill in the appropriate fields, and click Choose File to locate the offer template on your computer.
When finished, click Save Template.
Next, test the template the check your document for any unsupported tokens. Find the offer template and click Test.
If all tokens in the template are supported, the template status will read Verified.
Note: If an error occurs, confirm Docusign is enabled for your account. Learn more about troubleshooting offer template tokens.
Use the integration with Greenhouse Recruiting
Generate and send an offer letter with Docusign
Notes:
- The Docusign integration can only be used for candidates who are active in the offer stage in Greenhouse Recruiting. It's not possible to utilize Docusign with earlier stages in your interview plan. For additional documents that may require candidate review like NDAs, check out the Forms feature.
- You can only send offer letters from your own email address.
- If the offer letter you've generated includes the
{{COMPANY_SIGNATURE}}token, select the appropriate person to sign on behalf of your company using the To User field. Users with job-based permissions assigned on the job can be selected on the To User dropdown. If someone doesn't appear that you expect to see, check their permissions.
After you generated your offer document, click Send with Docusign under the offer details.
Finish the offer email and click Preview on Docusign.
On Docusign, you'll see your offer letter tokens have populated signature fields. You can add additional fields, change the signing order, and modify interactions using the panel on the left.
Select the Settings icon at the top-right > Edit Documents to edit, add, and configure documents.
Select Actions at the top > Edit Recipients to edit the signing order.
Toggle Set signing order, then order the signers. Click Done.
You can also set expiration timers on the offer. Click Actions > Advanced Options to explore additional settings.
When you're ready to send the letter, click Send.
The offer letter will be delivered to the recipients you chose. Docusign wraps documents in envelopes, which are digital containers holding one or more documents for sending, signing, and tracking your e-signature documents.
Track signatures and access signed offer letters
Once an offer letter is sent with Docusign, you can check on the status of the document within Greenhouse Recruiting on the candidate's Offer Details tab.
Check out the table below more information on the offer status:
| – | A dash indicates the offer document has been sent to the candidate by Docusign and is awaiting action from the candidate. |
| Pending | Pending indicates the candidate has reviewed the offer document sent by Docusign, but has not yet signed it. |
| 01/01/2024 | A date indicates the candidate or counter-signer has signed the offer document on this date. |
The person who sent the offer letter will receive email notifications when all of the signatures have been collected.
After all signatures are collected, a fully signed letter will be uploaded to the candidate's profile and accessible on the candidate's Details tab under the All Attachments section.