The purpose of automating job letters is to streamline and simplify the process of sending job offer letters to candidates who have been selected for a job. This process involves using software or an applicant tracking system (ATS) to create and send customized offer letters to candidates based on pre-defined templates.
The benefits of automating job letters include:
- Efficiency: Automating job letters saves time and effort for HR professionals who would otherwise have to manually create and send offer letters to each candidate.
- Consistency: Automation ensures that all candidates receive the same information and are treated fairly throughout the hiring process.
- Customization: Automated job letters can be personalized with the candidate's name, job title, salary, benefits, and other relevant information.
- Accuracy: Automation reduces the risk of errors that can occur when offer letters are created manually.
- Compliance: Automated job letters can help to ensure that all legal and regulatory requirements are met, such as including required information or disclosures.
Overall, automating job letters helps organizations improve the candidate experience, reduce administrative burden, and ensure compliance with legal and regulatory requirements. The document templates can be created by the Admin or the Hiring Manager.
In order to view the document templates list Select Recruitment>Configuration>Document Templates.
Step 1 - Click the ‘Add’ button on the Document Template Screen. The Add Document Template Screen will appear.
Step 2 – Complete the following fields and sections.
|
Field |
Description |
|
Name |
Name of the Document Template |
|
Link to Email Template |
The document can be linked to the email template when sending the email to the candidate. |
|
Link to all vacancies |
Select the vacancy and the stage to link. |
|
Link to the stage |
Choose the workflow stages for populating the document. For instance, if you select "job offer" as the stage in this field, the document can be accessible in the "Create document section".
|
|
Description |
Description of the template |
|
Text Area |
Add the body of the template. Use the WYSIWYG editor to style and format the document. |
|
Tokens |
The token is the data field in the employee profile. Place the cursor in the text area where you want the token placed and select the token from the drop-down list. |
|
Paper size |
Set the paper size. (A4, A3, Etc..) |
|
Margins |
If you leave these 4 fields blank, by default the margins will be set at 10mm. you can override them by specifying values to the fields. |
|
Allow the user to edit the document |
Granting this permission will enable the HR admin user to make edits to the document even after it has been filled with the candidate's information. |
Step 3 – Click ‘Save.
Example of Document Manager
Clicking the "Preview" icon will automatically fill in the candidate data for the tokens utilized in this job offer letter.
As the HR admin, if you want to make any changes, you can update the information displayed in these fields.
Upon clicking the 'Preview' button, the job offer letter displays as below.
Step 4 - If the HR admin user still needs to make a few adjustments to the email content, clicking on the content will switch the letter to editable mode. Once the changes are applied the HR admin can send the email to the candidate.
Tokens that can be used in Document Templates
Here are the tokens utilized in the document template within the Recruitment Document Templates.
|
Token |
Token Description |
|
#empFirstName# |
Employee First Name |
|
#empLastName# |
Employee Last Name |
|
#empMiddleName# |
Middle Name |
|
#empId# |
Employee ID |
|
#empLicenseNumber# |
Drivers License Number |
|
#empLicenseExpiryDate# |
License Expiry Date |
|
#empBirthday# |
Date of Birth |
|
#empNationality# |
Nationality |
|
#empMaritialStatus# |
Marital Status |
|
#empGender# |
Gender |
|
#empAddressStreet1# |
Address Street 1 |
|
#empAddressStreet2# |
Address Street 2 |
|
#empCity# |
City |
|
#empState# |
State/Province |
|
#empZipCode# |
Zip/Postal Code |
|
#empCountry# |
Country |
|
#empHomeTelephone# |
Home Telephone |
|
#empMobile# |
Mobile |
|
#empWorkTelephone# |
Work Telephone |
|
#empWorkEmail# |
Work Email |
|
#empOtherEmail# |
Other Email |
|
#empJoinedDate# |
Joined Date |
|
#empProbationEndDate# |
Probation End Date |
|
#empDateOfPermanency# |
Date of Permanency |
|
#empJobTitle# |
Job Title |
|
#empEmploymentStatus# |
Employment Status |
|
#empJobCategory# |
Job Category |
|
#empSubUnit# |
Sub Unit |
|
#empLocation# |
Location |
|
#empEffectiveDate# |
Effective Date |
|
#empContractStartDate# |
Contract Start Date |
|
#empContractEndDate# |
Contract End Date |
|
#CurrentDate# |
Current Date |
|
#CurrentDateTime# |
Current Date & Time |
|
#loggedInUserFirstName# |
Logged-In User - First Name |
|
#loggedInUserMiddleName# |
Logged-In User - Middle Name |
|
#loggedInUserLastName# |
Logged-In User - Last Name |
|
#loggedInUserFullName# |
Logged-In User - Full Name |
|
#loggedInUserJobTitle# |
Logged-In User - Job Title |
Also, if any custom fields are created in the system, now it is possible to include those as tokens in the document that you have created.