Creating offer templates

Modified on Tue, 23 Apr at 2:25 PM

TABLE OF CONTENTS

Introduction

Creating the perfect offer letter for your new hires is one of the most crucial steps in the offer generation process. An offer letter is more than just a document; rather, it is more of an agreement between the organization and the new hire on what is expected from both sides. Also, for all good reasons, most organizations would prefer to create an offer letter that is in line with their branding.

Keka’s offer templates lets you do exactly these where it offers a wide range of attributes and styling options to fit to your organization’s needs.

It is common that an organization might use different types of offer letters for various needs. For example, an offer letter that is created for UK employees might not work exactly for that of US employees. Similarly, policies for a leadership level role might vary compared to those for a fresher. Hence, to cater to all these requirements, Keka offers a simple approach where you could create “Offer letter templates”. If you have already used Document Templates, these offer templates are just similar to Document Templates in Keka. You will be able to draft out a blueprint (or) a “template” of offer letter with relevant placeholders, so that you can use it whenever you need it.

For example, you could create one offer template for US with all US specific policies and another offer template for UK. Whenever you would like to generate an offer for an employee from US, you just select the US offer template.

So, for generating offer letters in Keka, you have to create Offer letter templates. Here is how you can make the best use of Keka’s offer templates.

Creating Offer Letter Templates

First, navigate to the 'Onboarding' section on your Keka HR dashboard. Within this section, select 'Offer Templates.'

This is where all templates used to create offers for candidates are listed. To create a new one, simply click on '+ Create offer template.'

As you begin, you'll enter the you'll enter the wizard to create offer letter template which has 3 steps. In the first step, i.e., ‘Setup’

Here, you'll need to provide a Name(1) for your offer letter template, and add a Description(2) to remind you of its purpose. You can also configure the Offer Letter Workflow(3) to establish who in your organization needs to approve offer letters before they are sent out to candidates. By configuring “Offer letter workflow”, you are essentially adding an approval chain specific to this offer template. So, whenever you use this offer template, the configured approval chain will be triggered.

Next, move to the Compose step. You have two options: use the Web Editor(1) to write your offer letter directly in Keka, or upload a Microsoft Word document(2).

If you choose to upload a Word template, Keka provides you with Field Names(1) and Placeholders(2). Copy these placeholders into your document at the relevant sections to ensure all necessary information is automatically populated when creating an offer.

After creating the document click on the upload the document(3) in case you would like to upload your own offer letter template.

Once your content is ready, proceed to the 'Finalize' screen. Here, you can review the offer letter and make any last adjustments before saving your template.

Editing a template

After saving, your new template will be listed in the Offer Templates area. If you ever need to make changes, find the template you want to edit and click on the three dots(1) and then Edit. This will take you back to the setup and compose steps, where you can update the content as needed.

When configuring your offer templates in Keka, you have the option to set specific permissions for who can view or download the documents.

Click on Manage Permissions, a window will appear where you can customize access rights for different roles within your organization, ensuring that sensitive information is handled appropriately.

Cloning or Archiving a template

Additionally, Keka provides convenient options to Clone any offer template, allowing you to quickly create a new template based on an existing one, and the ability to Archive templates, helping you keep your template list organized and up to date with your current hiring needs.

By following these steps, you can streamline your offer creation process, making sure every new hire receives a professional and accurate introduction to your organization.