Offer management
Prepare, send and manage job offers directly from the candidate profile. Learn how offers are pre-filled from your job, what the candidate sees, and how to manage offers.
Offer management lets you prepare a job offer, send it to a candidate and track their response without leaving JOIN.
When a candidate's application reaches the Offer pipeline stage, you can prepare an offer from their candidate profile. Most of the offer details are pre-filled from your job, so you only need to review them, adjust anything specific to this candidate, and send. The candidate receives an email with a link to an offer page, where they can accept or decline.
With offer management you can:
Prepare an offer with compensation, start date and employment terms pre-filled from your job
Send the offer by email, using your email template for Offer type
Track whether the candidate has accepted, declined or not yet responded
Edit, resend, or withdraw an offer at any point
To prepare and manage offers for a job, you need to be a Job Admin or Hiring Manager on that job, or a System Admin on your company account. Reviewers can't see or manage offers.
Preparing an offer
As soon as you move a candidate into the Offer stage, a card appears at the top of the Overview tab on their candidate profile, with a Prepare offer activity.
Open the candidate profile
Go to the job's Applications page and click the candidate in the Offer stage. Or simply locate the candidate in the Candidates tab and open their profile.
In the offer card, click "Prepare Offer"
The card shows the job title, so you can tell offers apart if the candidate has applied to more than one of your jobs.
Review and set up the offer details and terms
The Prepare the offer window opens with the offer details pre-filled from your job. Review and complete them. See Offer details and Employment terms below.
Send offer email
Click Compose offer email. The email composer opens with your default Offer email template. It already contains a link to the offer letter. Changes here apply only to this email, not the template. Click Send to send it now, or schedule it for later.
Finalising details and terms
The window where you prepare your offer letter holds the core terms of the offer.
Offer details
Job title: pre-filled from your job title. You can change it, for example to offer a different level of seniority.
Start date: pick the candidate's first working day from the calendar.
Compensation: enter the amount, then choose the currency (EUR by default) and the period: Yearly, Monthly, Weekly, Daily or Hourly.
Job title, start date and compensation are mandatory fields. The option to Compose offer email stays disabled until they're filled in.
Employment terms
The second section lists the employment terms for the role:
Workplace model
Location
Contract type
Contract duration
Probation period
Weekly working hours
Vacation days
Benefits
Click the edit icon next to any term to change it for this offer. Editing a term here only changes this candidate's offer, not your job ad.
These fields are pre-filled from the employment terms you set when creating the job, but they remain editable to reflect any changes you want to make to the final offer.
Editing works the same way as setting employment terms during job creation: you're taken through the same steps, and one change can lead to follow-up questions.
Benefits are pre-filled only with the benefits you selected when setting up the job.
Benefits written directly into the job ad text aren't carried over. Click the edit icon to add them to the offer.
Sending the offer email
Clicking Compose offer email opens the email composer, pre-filled with your company's default Offer email template. The template includes an { Offer Link } placeholder, which JOIN replaces with the candidate's personal link to the offer page when the email is sent.
You can send the email as it is, edit it directly in the composer, or switch to another offer template:
Click Templates in the composer
Under Offer templates, hover over a template to preview it
Click a template to insert it, or use Language to switch the template language
When you're ready, click Send. You can also use the arrow next to Send to schedule the email for later.
The offer email must contain the { Offer Link } placeholder in the body. If you remove it, Send is disabled until you add it back.
Offer emails are always private. Only you and the members you add to the conversation can see the email thread, and it can't be made public.
Once the email is sent, the Offer card changes to Offer sent, with the note "Candidate did not respond to the offer yet". An entry is added to the candidate's Activity Log.
Scheduled offer emails
If you schedule the offer email, the offer stays a draft until it's sent, and a banner on the Offer card shows when it's due to go out. The offer link only becomes active once the email is sent.
To cancel the scheduled email, use the banner on the Offer card. The offer draft is kept.
To reschedule, cancel the scheduled email and schedule it again from the composer.
You can still edit the offer while it's scheduled. The email uses the offer as it is at the time of sending.
If the candidate is rejected or moved out of the Offer stage before the scheduled time, the scheduled email is canceled automatically.
Offer email templates
Your account includes a default Offer email template, available in all supported languages. To change the wording for every offer, or to create alternative versions:
Go to Settings > Email Templates
Edit the default Offer template, or click +Add template and choose Offer as the Email type
Make sure the body includes the
{ Offer Link }placeholder, otherwise the template can't be saved(Optional) Select Use template by default for this type of email
Click Save
The { Offer Link } placeholder can only be used in the body of Offer templates, not in the subject line or in other template types. Offer templates are only available when sending an offer, not in regular emails.
Offer statuses
The Offer card on the candidate profile always shows the current status of the offer. Click the ⋯ menu on the card to see the actions available for that status.
Status | What it means | Available actions |
Offer sent | The offer email has been sent and the candidate hasn't responded yet | Edit, Resend offer, Copy offer link, Withdraw offer |
Offer accepted | The candidate accepted the offer | Withdraw offer |
Offer declined | The candidate declined the offer | Edit, Withdraw offer |
Offer expired | The candidate didn't respond within 14 days | Edit, Resend offer |
Candidate's view of an offer
Here's how the offer looks from the candidate's side, from the moment you send it until they respond.
Offer email
The candidate receives the offer email you sent from the composer, with a link to their offer letter. The email comes from you, so if they reply with questions, their reply arrives in the private offer thread on their candidate profile.
Offer page
When the candidate opens the link, they see a Review the offer page with their profile picture, your company logo, and the line "Review the details of {Company name}'s offer. Accept or decline it below."
Below that, a Contract details section lists everything you had set in the offer:
Job title, Start date and Compensation
Workplace model, Location and Hybrid work policy
Contract type, Contract duration and Probation period
Weekly working hours, Vacation days and Benefits
At the bottom of the page, they can click Accept offer or Decline.
If you update the offer after the candidate has already opened it, the offer page shows a banner letting them know the recruiter updated the offer that day. If they haven't opened it yet, they see the latest version without a banner.
Accepting the offer
When the candidate clicks Accept offer, they're asked to confirm. Once they confirm:
The page changes to "You accepted the offer", with the message "We already notified the recruiter. Congratulations!"
The contract details stay visible below, and the response buttons are replaced with Go to Dashboard
JOIN sends a confirmation email to the candidate as well as the recruiter
Declining the offer
When the candidate clicks Decline, a Decline this offer? window opens. They can add an optional reason for declining, up to 1,500 characters, then click Decline to confirm. Once they confirm:
The page changes to "You declined the offer", with the message "We already notified the recruiter."
If they gave a reason, it's shown below the message
The contract details stay visible below, and the response buttons are replaced with Go to Dashboard
JOIN sends a confirmation email to the candidate as well as the recruiter
The confirmation emails for accepting or declining are system emails sent by JOIN.
They aren't part of the email thread and can't be edited in Email Templates.
When the offer link no longer works
If the offer is no longer active, the candidate sees a message instead of the offer:
Situation | What the candidate sees |
The offer expired after 14 days of inactivity | "The offer link has expired" |
You withdrew the offer | "This offer has been withdrawn. Please contact the recruiter for more information." |
The offer was deleted, for example because the candidate profile was deleted | "This offer is invalid" |
Next steps after a response
When the candidate accepts or declines, or the offer expires, JOIN notifies the recruiter who sent the offer, by email and in-app. The Offer card on the candidate profile updates, and an entry is added to the candidate's Activity Log.
The candidate's pipeline stage doesn't change on its own. They stay in the Offer
stage whatever the outcome, so you decide what happens next.
You can choose how you receive offer notifications (Candidate accepted the offer,
Candidate declined the offer and Offer expired) in your notification preferences.
Accepted offers
When the candidate accepts, the Offer card changes to Offer accepted. Click the card to see a read-only summary of the contract details the candidate accepted.
Accepting an offer doesn't move the candidate to Hired. Click Hire on the candidate profile, or move them to the Hired stage on the pipeline board, to complete the hire.
If the hire falls through after the candidate accepted, you can withdraw the offer from the ⋯ menu. See Withdrawing an offer.
Declined offers
When the candidate declines, the offer card shows the status as Offer declined. If they gave a reason, you can read it at the top of the offer when you click the card.
From here you can:
Update the offer and send it again, for example with a higher salary or a later start date
Move the candidate to another stage in your pipeline, for example back to an interview stage
Reject the candidate if you're not continuing with them
Withdraw the offer from the ⋯ menu
To update and resend a declined offer:
Click the Offer declined card, or select Edit from the ⋯ menu
Update the offer details or employment terms
Click Update offer. The email composer opens.
Review the email and click Send
The offer status changes back to Offer sent, and the candidate can respond again.
Expired offers
An offer link is valid for 14 days after it's sent. If the candidate doesn't respond in that time, the offer expires and the Offer card changes to Offer expired.
From here you can:
Resend the offer: select Resend offer from the ⋯ menu, review the email, and click Send. The link becomes active again for another 14 days.
Edit the offer before resending, if the terms need to change
Move the candidate to another stage, or reject them if you're not continuing
Every time you send or resend an offer, the 14-day expiry restarts from that send.
Editing an offer
You can edit an offer that has been sent, declined or has expired. Select Edit from the ⋯ menu on the Offer card. The Update the offer window opens with the current offer details.
Make your changes, then click Update offer. Update offer stays disabled until you change something.
For a sent offer, updating changes the offer behind the existing link. No new email is sent, and the candidate sees the updated terms the next time they open the link.
For a declined offer, updating opens the email composer so you can send the new offer to the candidate.
If you close the Update the offer window without clicking Update offer, your changes are discarded and the current offer stays active.
Resending an offer
Use Resend offer to send the candidate the offer email again, for example if they can't find the original email or the offer has expired.
Resend offer opens the email composer so you can review or adjust the message before sending. It doesn't change the offer terms. To change the terms, use Edit instead.
To share the offer page through another channel, select Copy offer link from the ⋯ menu. This is only available while the offer is Offer sent.
Withdrawing an offer
Withdraw an offer when it should no longer stand, for example if the terms were wrong or the role is no longer available.
Click the ⋯ menu on the Offer card
Select Withdraw offer
Confirm in the window that opens
When you withdraw an offer:
The offer link stops working. The candidate sees "This offer has been withdrawn. Please contact the recruiter for more information."
The candidate is not rejected and stays in their current stage
The Prepare offer activity reappears on the Offer card, so you can prepare a new offer
An entry is added to the candidate's Activity Log
A withdrawn offer can't be reactivated. To make the candidate an offer again, prepare a new one from the Prepare offer activity.
Rejecting a candidate with an active or accepted offer withdraws the offer automatically.
Offers on archived jobs
Archiving a job doesn't change its offers. Offer links keep working, candidates can still accept or decline, and the 14-day expiry continues.
However, you can't edit, resend, withdraw, copy the link of, or send an offer on an archived job. These actions are disabled with the tooltip "Not available for archived jobs." Unarchive the job to use them again.
If you're still negotiating with a candidate but want to stop receiving new applications, set the job offline instead of archiving it. Offline jobs aren't affected.