An offer is the set of terms you intend to make to a candidate, together with the final employment agreement. In PeopleTeam every offer is approved internally first. Sending offers to candidates and online acceptance are coming in the next release. For now, nothing in an offer reaches the candidate.
Who does what
| Person | What they can do |
|---|---|
| HR and recruitment admins | Prepare, edit, send for approval, revise and withdraw offers. See all terms. |
| The named approver | Approve the offer or send it back. Sees the terms and documents. |
| The named sender | Sees the terms. Will send the offer to the candidate once sending is available. |
| Hiring manager | Sees the offer's status only, unless HR ticks Let the hiring manager see the terms. |
| Recruiters and interviewers | Status only. Never see pay. |
Who can approve: HR, admins, and anyone an admin has given the Offer approver capability in Administration → Members. You can't approve an offer you sent for approval yourself.
Who can send: HR, admins and recruitment admins.
Where to make an offer
Open the applicant's page (click their name on the board). Under the header, a four-step bar shows where they are (shortlist and interview, offer and agreement prepared, sent and accepted, hired) and what to do next. The Offer and agreement section sits directly below it, with the Prepare offer button.
You can also get there from the board: drag a card into a column named like "Offer" and a prompt offers to open it, or use Offer and agreement… in the card's ⋯ menu.
Prepare an offer
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Open the application and find the Offer section, then select Prepare offer.
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Fill in the terms: position, employment type, start (and end date for fixed term), hours, base pay, the super rate, any other inclusions (for example a car allowance), annual and personal/carer's leave, location and any conditions. PeopleTeam works out the super amount and the total package for you. Super and leave can't be set below the statutory minimums, and the starting figures come from Organisation → Settings → Pay defaults. Hours (full-time), super and leave start locked at the standard. Select Change to offer something different. A full-time week is 38 hours: going over needs a reason in the Internal notes, and the approver sees every difference in a "For the approver to check" box. Choosing a template named for a different employment type (for example a part-time agreement on a full-time offer) is flagged the same way. Work location is a drop-down of your organisation's locations (a location named Remote or Hybrid counts). If the vacancy is advertised as remote or hybrid, Remote or Hybrid (location) is offered and pre-selected. Choose Other address… to type or look up a street address instead.
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Choose how the documents go out:
- Letter of offer, then employment agreement (the default): the letter goes out first (stage 1) and the agreement follows once it's accepted (stage 2).
- Employment agreement only: for when acceptance was verbal. Only the agreement (stage 1) is prepared.
Then pick an approved template for each document (the default template is chosen for you). You can also attach a job description template. PeopleTeam fills each one from the candidate, the vacancy and the terms above. If a template needs anything else, it asks for it right there. Templates are managed under Document templates. Only HR and administrators can open the template library, so if no approved template exists and you are not HR, the form tells you to ask HR to add one.
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Choose the approver (always a second person, never you), who the offer comes from, and how many days the candidate will have to respond (7 by default). Sending to candidates isn't switched on yet, so the "comes from" person is recorded only.
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Select Save and preview documents to read each filled-in document as a PDF before submitting. Nothing is sent or submitted, and anything still missing is listed. Select Save draft to keep editing later.
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Select Send for approval. PeopleTeam first fills in each template and converts it to PDF, which can take a few seconds. If a PDF can't be made, the offer stays a draft and tells you why. The approver then sees it on Recruitment → Offers under Waiting for your approval.
The approved documents are fixed PDFs
The approver reviews the same PDFs the candidate will receive. Approving locks them: they can't be changed, and candidates are only ever given PDFs, never Word files. If you send an offer back or recall it, the PDFs are discarded and made again the next time you send it for approval. To change anything after submitting, use Revise to create a new version, which goes through approval again.
An application can only have one offer in progress at a time. Closing an application (for example setting an unsuccessful outcome) withdraws any offer still in progress.
Where offers live
Recruitment → Offers lists every offer still in progress, in three groups:
- Waiting for your approval: offers you've been asked to approve.
- Drafts (HR and recruitment admins): new drafts, offers you recalled or revised, and offers an approver sent back. A draft that is missing something (agreement, approver, sender, pay or start date) says what is still needed. Select Edit to attach the employment agreement or fill in the gaps, then Send for approval.
- Waiting for approval or ready to send: everything else in progress.
A recalled or revised offer never disappears. It becomes a draft and appears under Drafts, and on the candidate's application. When you revise an offer, the approver is cleared if they can no longer approve offers, so choose one under Edit before sending it again.
What shows on your dashboard
Your Home page lists recruitment work that is waiting on you. These items clear themselves when the work is done, so there is no tick box.
- An offer waiting for your approval.
- An offer an approver sent back to you.
- An approved offer you are meant to send.
- Interview feedback you've been asked for.
- A vacancy waiting for approval (HR and recruitment admins).
Approve or send back
Approvers open Recruitment → Offers. The tab shows a count when something is waiting.
- Approve offer records your internal sign-off on these terms and documents, with an optional note. It is not the candidate's acceptance and it isn't a signature.
- Send back returns the offer to draft. Say what needs to change. HR sees your note on the offer.
HR can also Recall to draft an offer that's waiting for approval.
Change an offer after it's submitted
Submitted and approved offers can't be edited in place. Select Revise to create a new draft version with the same terms. The earlier version is kept as Superseded under Earlier versions, and the new version must be approved again.
Withdraw an offer
Withdraw stops an offer at any point before it's sent. Give a reason. A withdrawn offer stays in the history and can't be reopened. Prepare a new offer if you need one later. A draft that has never been sent for approval can be deleted instead.
What's recorded
The application's Activity shows each step (drafted, sent for approval, approved, sent back, revised, withdrawn) with who and when. Activity never shows pay or notes, so it's safe for the whole hiring team to see.