Creating, sending, and tracking offers

Relevant for: Recruiters

How do I create and send an offer in Leapsome?

Move the application to the offer stage, open its 'Offer' tab, and click 'Create offer'. Fill in the compensation and start date, then submit the offer for approval if a flow applies. Once it's 'Ready to send', click 'Generate & send offer letter' to send it for e-signature. You track all offers in 'Recruiting' > 'Offers'.

The whole offer stays in one place: compensation, employment terms, approvals, the offer letter, the e-signature, and the candidate's response. Approval flows make sure offers are signed off before they reach the candidate, and candidates sign through a secure link without a Leapsome account.

How do I create an offer?

Move the application to a stage in the offer group. You can only create or edit offers there. Before that, the application's 'Offer' tab shows that offers can be created once the application reaches the offer stage.
On the application's 'Offer' tab, click 'Create offer'.
Fill in the details, e.g., the opening and start date, the compensation (base salary, bonuses, equity, other benefits), the employment terms, and notes. Some values are prefilled from the opening. Click 'Create'. The offer is saved as a draft.
Then click 'Submit for approval' if an approval flow applies. Otherwise, click 'Mark as ready to send'. To learn more, see Setting up approval flows for openings and offers.

Before an offer can leave draft, it needs a base salary, currency, pay interval, and start date. If salary bands are set up, the offer shows the band and where the base salary sits, e.g., 'Above band'. If the salary is outside the band, a pay rationale may be required.

To change a draft, click 'Update offer'. To remove it, click 'Delete'.

Note: Each application can only have one active offer.

How do I send the offer letter?

If no template uses a candidate or offer variable, the 'Offer letter' section shows "No offer templates available" and links to 'Manage document templates'.

Open an offer with the status 'Ready to send' and click 'Generate & send offer letter'.
Choose an offer letter template. Leapsome fills in the template's variables with the candidate and offer data. Complete or override values as needed, and preview the PDF.
If the template has signature fields, choose the signers and the sender, then send the letter. The candidate gets an email with a secure signing link.

The signing email comes from 'Leapsome notifications', with replies going to the hiring team, or from a connected mailbox if you choose one. The candidate needs a valid email address. To learn more, see Setting up offer letter templates.

Once the letter is sent, the 'Offer letter' section shows its signature status, e.g., 'Signatures pending: 1'. Click 'View' to open the letter, or 'Void' to cancel it. Voiding a sent letter moves the offer back to 'Ready to send'.

Note: If you sent the offer outside Leapsome, click 'Send offer' instead. This only marks the offer as sent and doesn't email the candidate.

How do I change, withdraw, or record a response to an offer?

Change an offer: Once an offer has left draft, click 'Revise offer'. This creates a new version, e.g., v2, and runs the approval flow again if one applies. Any open signature request is canceled, and the old letter is voided.
Record the candidate's decision: Click 'Set response' and choose 'Accepted' or 'Declined'. 'Accepted' moves the application to the hired stage. 'Declined' asks for a decline reason. When a candidate signs the letter, the offer is marked as accepted automatically.
Withdraw an offer: Click 'Withdraw offer' to pull back an offer that is in draft, pending approval, ready to send, or sent. Withdrawing voids any open signature request.

If you change an accepted offer to declined, the application moves back to the offer stage. Once the candidate is converted to an employee, the response can't be changed anymore.

Where do I track my offers?

Go to 'Recruiting' > 'Offers'. Each row shows the offer title, candidate, job, base salary, last update, and status. Use the search, 'Filter', and 'Sort by' to find an offer, e.g., by status, job profile, opening, team, location, salary range, start date, or creator.

Click an offer to open it in a side panel. There you find:

'Candidate response' with 'Set response'
'Offer letter' with the letter and its signature status
'Approval history'
'Offer details' with 'Revise offer', plus the compensation, salary band, 'Employment terms and custom fields', and 'Additional details', e.g., the expiry date
'Applicant details' and 'Opening details'
'Version history' and 'Withdraw offer'

The candidate's activity also records offer events, such as approval, sending, and signing.

What do the offer statuses mean?

'Draft': not submitted yet. Only drafts can be edited or deleted.
'Pending approval': waiting for the approval flow.
'Ready to send': approved, or no approval needed.
'Sent': marked as sent, or the letter was sent for signature.
'Accepted': the candidate accepted, recorded with 'Set response'.
'Accepted (signed)': the candidate signed the letter. This is final.
'Declined': the candidate declined.
'Expired': the offer passed its expiry date ('Expires on').
'Withdrawn': your team withdrew the offer. This is final.

Who can create and see offers?

'Create and manage all offers' covers every job. 'Manage offers for assigned jobs' covers jobs where the user is on the hiring team.
'View all offers' and 'View offers of assigned jobs' give read-only access, including compensation and letters.
Offer access is off by default for all hiring team roles. Admins can turn it on in 'Settings' > 'Employees' > 'Feature access matrix'.
Approvers can open an offer they're asked to approve, even without offer permissions.
Offers on confidential jobs follow the job's access rules. Offers for anonymized candidates stay visible but can't be changed.

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