Electronic Signatures in Recruiting

Electronic Signatures in Recruiting

Electronic Signatures in Recruiting

Administrators can configure Recruiting to accept electronic signatures from candidates who are accepting job offers online.

To ensure that the signature is associated with the candidate's user ID and password, Recruiting requires the candidate to log in when accepting an offer.

Before candidates can accept the offer, they must indicate that they provide their consent to receive and accept the offer letter in electronic form.

Note The electronic signatures in Recruiting are legally binding. However, because they do not include an encrypted copy of the document contents at the time of signing, they are not classified as Digital Signatures.

For more information about how candidates view and accept offers online, see Offer Acceptance Experience for Candidates.

Once the candidate has signed electronically, you can see the signature on the Letter tab of the offer, and on the Activity tab. For more information, see View Electronic Signature Details.

Offer Acceptance Experience for Candidates

Candidates log in to accept an offer, indicate their consent, and sign electronically.

The candidate receives the offer notification email, which includes a Go to Offer Letter link.

Offer notification email example

The candidate selects the link, and logs in using their email address and password. After logging in, the candidate can view the offer letter.

Example letter on the Offer Details page

Candidates can also view any of their current offers on the Offers tab of their candidate Presence page.

Offers tab on a candidate's Presence

If the electronic signatures feature is turned on in Settings, candidates can sign electronically, or they can download the offer letter to sign and return to the Recruiter.

To sign, the candidate selects Add Your Signature. This indicates consent to receive and sign the offer electronically. The Accept Offer button is available only after the candidate signs.

Sign, Accept, and Download on the Offer Details page

If the electronic signatures feature is turned off in Settings, the offer page does not include the Add Your Signature button. Candidates can still select the Accept Offer button and accept the offer, but it is not considered an electronic signature. The candidate can also download the offer letter to sign and return to the Recruiter.

View Electronic Signature Details

When a candidate accepts an offer online with an electronic signature, Recruiting records timestamps of the signature and acceptance with the offer.

View the electronic signature on the Letter tab of the offer. Use the Activity tab of the offer to view the history of the offer.

Navigation:Offers

  1. To filter the offers list so that it displays only accepted offers, select Filters > Status > Accepted by Applicant.
    Accepted By Applicant in the Status filter for the Offers list page
  2. In the Code column, select the ID code of the offer you want to view.
    Recruiting displays the offer details.
  3. Select the Letter tab.
    Recruiting displays the offer letter. If the candidate accepted the offer online with an electronic signature, the signature appears at the bottom of the letter.Electronic signature in an accepted offer letter
  4. Select the Activity tab.
    Recruiting displays the history of the offer. If the candidate accepted the offer online with an electronic signature, the activity history includes the date and time of the candidate's signature and acceptance. To view the offer letter, select the Show link.Activity tab for an offer, showing the electronic signature and acceptance

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