Note: Sending e-Signature agreements with Adobe Acrobat Sign is currently in a closed beta.
Greenhouse Recruiting uses e-Signatures with Adobe Acrobat Sign as the preferred method for sending agreements to candidates. This integration grants organizations and users access to Adobe's comprehensive e-Signature functionality.
Agreements can be sent at any stage of the hiring process. Using Adobe Sign to request e-Signatures lets recruiters manage the signature process (uploading, signing, and returning) without leaving Greenhouse Recruiting. As soon as a candidate completes their signature, the status of the agreement is automatically updated in their profile.
Note: Only one e-Signature integration can be used at a time. For example, Enabling e-Signature with Adobe Acrobat Sign means any other vendors will be deactivated.
Create a new agreement
Note: Only Site Admins with the user-specific permission to upload e-Signature agreements may create new agreements.
To create a new agreement, go to the Documents page. (Configure icon > Documents on left-side panel.) Select the e-Signature agreements tab.
Click Create in the Agreements section. A modal will open where you can add the agreement details and upload a file.
Name your agreement, select the offices and departments that can send it to candidates, and upload the .docx file containing the agreement.
Adding tokens
Like with email and offer templates, you can use tokens to personalize agreements for each candidate. To see the available tokens, go to Configure icon > Documents > e-Signature agreements > All tokens.
Click a token to copy it to the clipboard, then paste it into your .docx file to include personalized job or candidate information.
Upload your agreement as a .docx file
Write your agreement as a .docx file, including your selected tokens. Format the template exactly as it should appear when sent to a candidate in Greenhouse Recruiting. If using another word processor, export the file as a .docx.
Your new agreement will appear in the table but must be tested and verified before sending it to candidates. Click the three dots at the end of the table and select Test from the menu.
Greenhouse Recruiting will review the agreement to ensure all tokens included are available in your organization's account and functioning properly.
After your tokens are tested, the offer template will be updated to Verified and can be sent to candidates.
If your file contains broken, incorrectly formatted, or invalid tokens, the status will change to Failed. Agreements with these errors cannot be sent to candidates.
e-Signature request email template
To create a new email template, go to the Email Templates page. (Configure icon > Email Templates on left-side panel). Select + New in the Organization-Wide Templates section to start creating a new template.
e-Signature agreements can only be added for the entire organization's use, and are unavailable for personal templates.
Give your template a name. From the Type dropdown, choose e-Signature request.
Attachments added to the email template will be sent along with the agreement, but only the agreement will use Adobe Sign. During the interview process, when sending the email, users will add agreements available to the job's department or office.
Manually send an agreement
Note: Only Site Admins and Job Admins with permission to view and edit e-Signature agreements can send agreements manually.
Navigate to the right panel and select the Application tab. Then scroll to find the Documents section. Select Send e-Signature agreement.
This option will not appear if your organization hasn't enabled Adobe Acrobat Sign or if no agreements have been uploaded.
After selecting the link, a modal will open. You can choose to send an existing email template. Then, name your agreement and choose which agreements you'd like to send.
See the status of an agreement
Once an e-Signature agreement is sent, you can view its status on the candidate profile, in the Documents section of the right panel. The status will update based on how many people have signed it, whether the candidate has responded, and if the agreement is complete.