Prefill options allow you to set default values for custom fields in Greenhouse. These defaults can help streamline offer creation, ensuring consistency and reducing manual entry. When a user creates an offer, the field will already contain the prefilled value, which they can update if needed.
There are three types of prefill options:
- No value: This field will be left blank when a user sees it on a form. They can fill the value manually during use.
- Default value: A predefined value automatically populate in the field.
- Use a calculation: A value determined by a formula using other offer fields.
Note: You'll only see Use a calculation as an option if you're creating or editing an offer field, and your field type is either Number or Currency.
How to configure prefill options
To set a prefill option for a custom field:
Click the Configure icon on your navigation bar, then click Custom Options.
Click on the object you'd like to add a new custom field to: that will be one of Jobs, Offers, or Openings.
From there, you can choose to Add Field to create a new custom offer field, or click on an existing field to edit.
If creating a new field, enter a Field name and select a Field type (e.g., Text, Currency, Number, etc.).
Locate the Prefill options section below Field type and choose one of the following:
- No value
- Default value
- Use a calculation
If you choose Default value, you'll then be required to manually enter in a value that will be prefilled for the user later.
Complete any additional settings for the field and click Save.
Use cases & examples
For default values
1. Setting a Standard Bonus Percentage
If your company typically offers a 10% bonus, you can set a default value prefill option.
Field:
- Bonus Percentage Field (Number)
Prefill Option:
- Default value: 10
Result:
- When creating an offer, the Bonus Percentage field is prefilled with 10. Users can override it if needed.
2. Defaulting to an annual salary range
For roles with a common salary structure, you can prefill an Annual Salary field so it's already prefilled when a user goes to write up a formal offer.
Field:
- Annual salary (Currency)
Prefill Option:
- Default value: 80,000
Result:
- The Annual Salary field starts with $80,000, but recruiters can adjust it as needed.
For calculations
1. Calculating Bonus Compensation
Your team needs to automate the calculation of bonus compensation for offers.
Fields:
- Annual Salary (Currency)
- Bonus Percentage (Number)
Formulas:
- Bonus Amount:
[Annual Salary] * [Bonus Percentage]
Example:
If Annual Salary = $80,000 and Bonus Percentage = .15 (15%), the calculation is:
- Bonus Amount = $80000.00 × .15 = $12000.00
2. Monthly & Bi-Weekly Salary Calculation
You need to display monthly pay for regions where offers are presented as annual salaries.
Field:
- Annual Salary (Currency)
Formula:
- Monthly Salary:
[Annual Base Salary] ÷ 12 - Bi-weekly Salary:
[Annual Base Salary] ÷ 26
Example:
If Annual Salary = $80,000:
- Monthly Salary = $80000.00 ÷ 12 = $6666.67
- Bi-weekly Salary = $80000.00 ÷ 26 = $3076.92
3. Adjusting Compensation by Region
Offers vary based on regional regulations or practices, such as India's pension contributions.
Fields:
- Annual Salary (Currency)
- Pension Contribution Percentage (Number)
- Gross Monthly Salary (Calculation, Currency)
- Pension Contribution (Calculation, Currency)
Formulas:
- Pension Contribution:
[Annual Salary] * [Pension Contribution Percentage] - Gross Monthly Salary:
[Annual Salary] / 12
Example:
If Annual Salary = ₹ 1000000.00 and Pension Contribution Percentage = .12 (12%):
- Pension Contribution = × 0.12 = ₹ 120000
- Gross Monthly Salary = ₹ 1000000.00 ÷ 12 = ₹ 83333.33
Using calculated fields
Note: Calculated fields are only available for users on the new candidate profile. Learn more about transitioning to the new profile here.
Calculated fields allow users to define and automate formulas for key offer data fields within Greenhouse. By linking reference fields and applying basic arithmetic operations, this feature eliminates the need for external tools like spreadsheets to perform routine calculations.
With calculated fields, you'll be able to define formulas using custom and reference fields (e.g., annual/base salary, bonus percentage).
Calculated fields support basic arithmetic operations:
- Addition
- Subtraction
- Multiplication
- Division
To create a custom job field, click the Configure icon on your navigation bar, then click Custom Options.
Click Offers.
Click the Add Field button to create a new custom offer field.
Customize the new offer field. Every custom offer field requires a Field name and Field type.
From the Field type menu, choose Currency or Number (depending on how you want to use and format this field.)
You'll see the Prefill Options section appear below. From here, choose Use a calculation.
Use the Formula editor to create your calculation.
All formulas use offer field names and basic arithmetic (+, -, *, /). Enclose field names in curly brackets { }.
Note: Once a custom offer field is created, the field type cannot be changed.
Fill out the rest of the information in this offer field as needed. You can read more about all the information available and their descriptions here.
When finished, click Save at the bottom of the page.
Note: You can modify formulas at any time, but changes will only apply to future offers. Existing offers will not be updated.
How to use calculated fields in offers
You'll start by first creating an offer. From a candidate profile, open the Stages tab on the left side of the page and navigate to the Offer stage.
Click Create Offer.
If you set an amount for the Annual Salary, you'll see the Bi-weekly salary amount calculated ([Annual Base Salary] ÷ 26) from the formula used in example 2.
When you fill out the Bonus percentage, you can see the Bonus Amount calculated (calculation) from the formula used in example 1.
Enter the rest of your offer details in the pop-up window and click Save when you're finished.
Notes:
- Calculations only apply to the initial offer version. If you create a new version of an offer, calculated fields must be manually updated.
- Do not use commas (,) when changing any values in calculated fields. You can only use periods (.) in these fields.
- If a candidate has an existing offer, marked with the Refresh
icon will trigger a new offer version if they're changed. For more information, visit Create new offer version and re-trigger offer approval.