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Configure Offer Approval by Office and/or Department

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Greenhouse Recruiting's offer approvals feature enables your organization to exercise greater control over which offers can be extended to a candidate. Instead of configuring a singular default offer approval process for your entire organization, you can also configure offer approvals by office and/or department. 

Note: Any office and/or department not configured with an approval process will default to your organization's approval process.

To configure an offer approval process for a specific office and/or department, click the Configure icon configure.png in the upper-right hand corner and select Approvals on the left-hand panel.

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Click Add Approval by office/department.

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Use the provided dropdown menus to select an office and/or department. When finished, click Create.

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Add Approval Step

Navigate to the Offer Approvals panel and click Add Approval Step 

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Click Add in subsequent dialog box to select users from the dropdown menu. Repeat as necessary to add multiple approvers to this step.

Note: Only the following users will populate in the approver list:

  • Site Admin with user-specific permission Can see private notes, salary info, manage offers, and approve jobs/offers
  • Job Admin with user-specific permission Can see private notes, salary info, manage offers, and approve jobs/offers on All Future Jobs.

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Depending on how your organization decides to configure its approval flow, you can set how many approvers from the list need to approve an offer before proceeding forward. Use the Required dropdown menu at the top of the dialog box to select the required number of approvers. In the following example only 1 of 2 of our configured approvers need to approve an offer before it proceeds forward.

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Additionally, you can configure the offer approval process to only trigger if the salary included in the created offer falls outside of the Salary Range specified for the job by click the checkbox to the right of Required ONLY if offer fields are out of range.

Click Save when finished. This step will be added the offer approval stage.

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The configured user(s) will receive an email notification about a pending offer approval when it is requested.

The above process can be repeated to include additional sequential or non-sequential approval steps to this stage.

  

Sequential Offer Approval Steps

Sequential offer approval steps refers to the order in which an offer approval flow contacts your configured list of offer approvers. 

Use Case: Your organization has decided that before an offer can be extended to a candidate for jobs in the Paris office, it needs to be approved by a mid-level and senior member of your recruiting team. However, since you only want senior members to review pre-approved offers you will want to create a sequential flow of steps so that an offer approval request is sent to a mid-level team member first.

To create a sequential flow of required approvals across multiple users, create at least 2 approval steps.

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Navigate to the dropdown menu inline with To extend offers to candidates and select In Order. Offer approvals will only be sent down the list of approvers after it is approved by the preceding approver in the flow. An arrow will illustrate the flow of required approvals in the flow.

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Non-sequential Offer Approval Steps

Unlike sequential offer approval steps, non-sequential steps contact all required approvals simultaneously instead of navigating down an approval flow.

Use Case: Your team is divided into pods of recruiters and you want any senior member from each pod to approve an offer for the Paris office before it is extended to a candidate. Your team does not care about the sequence in which approvals are sent out, only that one senior member from each pod approves the details of the offer.

To create a non-sequential flow of required approvals across multiple users, create at least 2 approval steps 

Navigate to the dropdown menu inline with To extend offers to candidates and select All at once. All users selected to be approvers for offers will be emailed simultaneously. The offer will be approved when the required number of approvals is achieved from each step. 

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Apply Offer Approval Process to Existing Jobs 

Once an offer approval process is configured for the department and/or office, it will be applied to all future jobs by default for that department and/or office.  

If your organization wishes to apply the newly configured offer approval process to pre-existing jobs in the department and/or office, click Apply to existing jobs. 

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Note: The offer approval process will not be applied to any offers that are currently in process for the department and/or office. Additionally, this action will not impact confidential jobs in the department and/or office (offer approvals will need to be edited individually for confidential jobs).

From the subsequent dialog box, confirm the application of the default offer approval process and click Yes.

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