DocumentationHiring and offers
Offers
Prepare an offer from a template, send it with a personal link, follow its delivery, and handle the candidate’s acceptance, decline or request for changes.
Documentation (17)
Each new hire has one offer, which can have several versions. A version can be edited while it is a draft and is frozen once it is sent. Offers include salaries, so only HR and admins see them; managers see a notice on the Offer tab instead.
Prepare a draft
- Open the new hire and the Offer tab. Under Offer template, choose a template, then Start offer. This creates version 1 as a draft.
- Under Terms, enter the Annual base salary and Currency, and optionally an Accept by (optional) date.
- Under Letter, adjust the title and text for this candidate if needed. The preview uses their real details.
- Choose Save draft. The Before sending checklist lists anything that would stop the send — text errors, missing values, an accept-by date in the past, unsaved changes — and turns into Ready to send when all is well.
A draft can be thrown away with Discard version 1. If two people edit the same draft, the second save is told “Someone else changed this draft” and can reload, instead of overwriting the other person’s work.
Send it
Choose Send offer. DayOneFlow asks you to confirm the version and the candidate’s personal email; choose Send now. Sending:
- freezes the version — its text, values and salary can never change, and a content fingerprint is recorded;
- emails the candidate a personal link to their offer (the email contains no salary);
- creates the offer PDF from the frozen version;
- moves the new hire to Offer sent.
Sending the same draft twice — a double click, or two open tabs — sends it once.
Follow the email and the PDF
A sent version shows Email to the candidate — emailed, waiting, failed or not emailed — and the state of the candidate’s link (active until when, last opened). DayOneFlow retries a failed email automatically a few times; you can also choose Retry email. Resend email sends a new email to the new hire’s current personal email — useful after correcting a typo in the address — and the old link stops working.
Download PDF gives you the letter exactly as sent. If the PDF could not be created at send time, Create PDF makes it from the frozen version.
The candidate’s decision
The candidate sees a Key details box, the letter, a PDF download and three choices:
| Choice | What the candidate does | What happens |
|---|---|---|
| Accept offer | Ticks the acceptance wording and confirms. | The version is accepted, the new hire moves to Offer accepted and their onboarding journey starts. The HR person who sent it and the manager are emailed. |
| Request changes | Writes what they would like to change (at least 10 characters). | The new hire moves back to Offer draft and the request appears on the Offer tab. The sender is emailed. |
| Decline | Can give a reason. | The hiring record is cancelled and the link closes. The sender is emailed. |
The candidate also gets an email confirming their own decision, so a decision they did not make would be noticed. Emails to HR name the decision and link to the app; the candidate’s message, any reason and the salary stay behind sign-in.
Acceptance, not a signature
To accept, the candidate ticks “I have read the offer letter above (version 1) and I accept this offer from [your organization].” The page tells them: “This records your acceptance of this offer. It is not an electronic signature.”
DayOneFlow records the acceptance against that exact version, with the time, the personal link used and the version of the wording they saw. The record cannot be changed or deleted. If you also need a signed employment contract, handle it as a separate document: the sample onboarding plans ask the new hire to upload the signed copy, and HR can keep a copy on the new hire’s Documents tab.
Your own side of the letter is different: if an admin sets a letter signatory, every offer you send ends with their signature, name and title, frozen with the version. That is your organization’s signature block on its letter, not an electronic signature.
Revise an offer
To change a sent offer — after a request for changes, or on your own initiative — go to Revise the offer. Under Start the new version from, keep The last sent version (recommended) or pick a template, and choose Revise offer. Edit and send the new version as before.
- While the revision is a draft, the candidate can still act on the version they have.
- Once it is sent, it replaces the earlier version: the candidate sees an updated offer and the link from the earlier email stops working.
- Once a version has been accepted, no new version can be created.
Deadlines and expiry
The accept-by date counts until the end of that day in your organization’s time zone. After that the candidate can no longer accept, and the Offer tab shows Expired with your options: revise the offer with a new date, or cancel the hiring record.