🔹Digital Offer Acceptance

The Digital Offer Acceptance feature lets candidates review, sign and accept their offer letter online through the Candidate Self Service Portal.

HR configures the signing settings on the offer letter in Cloud, sends the offer from the candidate profile in ESS, and the candidate signs and accepts it in the portal.

This helps in:

• Removing the need to print, sign and scan offer letters

• Capturing the candidate's consent before the offer letter is viewed

• Keeping the signed offer letter on the candidate profile

• Carrying the signed offer letter to the employee profile on onboarding

Before You Begin

Ensure the CTC Template and Offer Letter are created and linked. For the initial setup, refer to CTC Calculator.

How to Configure Signing on the Offer Letter?

Path: Cloud → Settings → HR → HR - Letter

Step 1: Open the Offer Letter for Editing

Use the search box to find the Offer Letter linked to your CTC Template. Letters linked to a CTC Template show the CTC Template label on the card.

Click the ⋮ menu button on the letter card and click Edit.

Step 2: Enable E-Sign for the Letter

In the Acknowledgement & Signing section, click E-Sign to open the signing configuration.

By default, this is set to None, and the Summary shows Signing: Off.

Step 3: Choose the Signing Style

Under Choose Signing Style, select how the candidate accepts the offer letter.

Signing Style	Description
E-sign	The candidate can type, draw or upload a signature.
Aadhaar Sign	The candidate verifies and signs using Aadhaar OTP. This is a paid feature. Contact your Pocket HRMS Consultant for details.
Checkbox to agree	The candidate selects a checkbox with pre-defined text to accept the offer letter. Click Edit to change the text.

Step 4: Set Extra Rules

Under Set Extra Rules, enable the rules you need.

Rule	Description
Pre-approval Disclaimer	Shows a pop-up message that the candidate must agree to before viewing the offer letter. Click Edit to change the message.
Option to Reject for Candidate	Shows an I Decline button so the candidate can reject the offer.

The What the Employee Sees panel shows a live preview of your selections.

Step 5: Add the Sign Area (Checkbox to agree only)

This step applies only when Checkbox to agree is selected. For E-sign, the candidate places the signature on the letter.

Click Add Sign Area under Signing Tools. The Sign Area appears on the letter in the editor.

Move the Sign Area to the position where the acceptance text should appear.

Under Signature Pages, select All or the specific pages where the Sign Area should appear. The position is copied to every page you select.

Click Remove to delete the Sign Area.

Step 6: Save the Signing Setup

Click Update.

How to Send the Offer Letter?

Open the candidate profile from either of the following paths:

Option	Path
From the job	ESS → Hire V2 → Jobs → Manage Jobs
From the candidate list	ESS → Hire V2 → Candidates → Add/Manage Candidates

From Manage Jobs, open the job, then click the Candidate Name. From Add/Manage Candidates, click the Candidate Name.

Step 1: Move the Candidate to the Offer Stage

From the Stage dropdown on the candidate profile, select Offer or any stage where Make An Offer is enabled.

Why is this step required?

The Make An Offer option is available only in stages where it is enabled. If the candidate is in any other stage, you cannot send the offer letter.

Step 2: Open the Make An Offer Window

Click Make An Offer.

Step 3: Select the Offer Type

Under Offer Type, select With CTC Calculation, then click Next Step.

Step 4: Select the Template

From the Select Template dropdown, select the template configured for this offer.

Step 5: Enter the Monthly Amount and Calculate

Enter the Monthly Amount (₹). The amount must be within the Range shown above the field.

Click Calculate. The system displays the CTC annexure with Monthly and Annually values for each component.

To change the amount, edit the Monthly Amount (₹) and click Recalculate.

Step 6: Proceed to the Next Step

Review the annexure and click Next Step.

Step 7: Select the Email Template

From the Email Template dropdown, select the email template for the offer.

The Candidate Email is filled in from the candidate profile.

Step 8: Send the Offer

Click Send Offer.

To change the CTC amount, click Back to Calculator.

How Does the Candidate Accept the Offer?

Path: Candidate Self Service Portal → Applied Jobs

Step 1: Open the Job

Click the job for which the offer was received. A red badge on the job card shows new updates.

Step 2: Open the Offer

Click the Offers and Documents tab. The offer is shown under Offer Letter with its Valid Until date.

Step 3: Review the Offer

Click Review Offer.

If Pre-approval Disclaimer is enabled in Cloud, the Offer Letter Acknowledgement pop-up appears. Click Proceed to agree and open the offer letter. The candidate cannot view the letter without clicking Proceed.

Important: Steps 4 to 6 apply only when the signing style is E-sign. For Checkbox to agree, the acceptance text is added automatically in the Sign Area configured in Cloud.

Step 4: Add the Signature

The offer letter opens with the signing options on the right.

Under Add Annotations, click Add Signature to see the signature options.

Step 5: Create the Signature

Create the signature using one of the following options:

Option	How to Use
Draw	Draw the signature in the box. Click Clear to start again.
Type	Enter the name in Enter your name, then select a signature style.
Upload	Click Browse and select a signature image.

Click Create.

Step 6: Place the Signature on the Letter

The signature appears on the letter. Move it to the required position and use the corner handles to resize it.

Step 7: Accept the Offer

Under Actions, click I Agree & Acknowledge to accept the offer.

Step 8: View the Accepted Offer

After acceptance, the Offers and Documents tab shows You have accepted this offer. and an Offer Accepted card.

Click View / Download Accepted Offer to view or download the signed offer letter.

How to View the Accepted Offer?

Open the candidate profile using either path in How to Send the Offer Letter?

Step 1: Open the Offers History

Click the offers badge on the candidate profile. The Offers Made History panel shows every offer sent to the candidate, with its status, Sent on date, sender and Expiry date.

Step 2: View the Offer

Click View Offer on the offer to view the signed offer letter.

The accepted offer letter is also saved in the Documents tab of the candidate profile. On onboarding, it moves to the employee profile.

For any queries, contact [e-mail]