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.
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.
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.
Add DocuSign tokens to offer letter templates
The placement of your DocuSign tokens on offer templates determines where electronic signatures, dates, and other details show up on the offer letter.
Use a document editor like Google Docs or Microsoft Word to edit your offer template and add the DocuSign tokens as desired.
After modifying offer templates to include the DocuSign tokens, re-upload the templates to Greenhouse Recruiting.
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.
Use the integration with Greenhouse Recruiting
Generate and send an offer letter with DocuSign
To generate and send an offer letter, navigate to a candidate's profile and select the Offer Details tab.
Click Create Offer and fill in the appropriate fields for your candidate's offer.
Next, scroll to the Offer Documents section and click Generate.
Use the provided dropdown to select your offer template. Click Generate again.
From the listed sending options, select Send with DocuSign.
Next, select an email template or simply type the message to the candidate to go along with the offer letter.
Then 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.