How to Send Offer Letters and Hire a Candidate in CrmLeaf

Overview

The offer stage closes the recruitment process and starts the employment record. In CrmLeaf an offer letter is created for the selected candidate, sent, and then either accepted or withdrawn. It can be exported as a PDF for your records. When the candidate is hired, you convert the candidate into an employee, which is the handover point from Recruitment into HR.

How It Works

You raise the offer for the candidate whose interviews are complete, send it, and record the outcome. Accepting the offer clears the way to convert the candidate into an employee record; from that point the person is managed in HR and Payroll, not in Recruitment.

Create offer → Send → Accepted or withdrawn → Export PDF → Convert to employee → HR and Payroll

• An offer letter can be sent, withdrawn, and marked as accepted, and exported as a PDF at any point.
• Converting a hired candidate creates the employee record, so the candidate's details do not have to be entered again.
• Offer letter data pre-fills the employee salary structure, so the agreed pay carries forward into Payroll setup.
• The Letter module generates HR letters, including offer letters, from reusable templates.
• Once converted, the person appears in HR and can be assigned a designation, department, reporting manager, shift and salary.

Who Can Use This Feature?

Administrator

• Create, send and withdraw offer letters, and record acceptance.
• Export the offer letter as a PDF.
• Convert a hired candidate into an employee.
• Maintain offer letter templates where the Letter module is enabled.

This functionality is available only to Administrators, or to users whose role an Administrator has granted offer letter and employee creation access.

Prerequisites

• The Recruitment add-on module is enabled for your account.
• The candidate has an application and completed interviews with evaluations recorded.
• The agreed salary is known, so the offer reflects what will be set up in Payroll.
• Designations and departments exist in HR, ready for the converted employee.
• The Letter add-on module is enabled if you want to generate the letter from a template.

For Administrators

Step 1: Confirm the candidate is ready for an offer

Go to: Recruitment → Job Applications

What to do: Open the application, check the interview evaluations and comments, and move the application to the status your process uses before an offer is raised.

What to verify: The interview history supports the hiring decision and the application status is correct.

Step 2: Create the offer letter

Go to: Recruitment → Offer Letters

What to do: Select Add, select the candidate, and complete the offer details including the agreed salary. If the Letter module is enabled, generate the letter body from your offer letter template. Save the offer.

What to verify: The offer is listed under Offer Letters against the correct candidate and job opening.

Step 3: Send the offer and record the outcome

What to do: Send the offer to the candidate. When the candidate responds, record the offer as accepted. If the offer is no longer valid, withdraw it instead.

What to verify: The offer shows the correct state, and the candidate's application reflects the outcome.

Step 4: Export the offer letter as a PDF

What to do: Use Export or Download to produce the PDF of the offer letter, and keep it with the candidate's documents.

What to verify: The PDF contains the final agreed terms.

Step 5: Convert the candidate into an employee

What to do: With the offer accepted, convert the hired candidate into an employee. This creates the employee record in HR from the candidate's details, and is the handover point out of Recruitment.

What to verify: The new employee appears in the employee list. Complete the remaining HR details, then set up the salary structure in Payroll.

For what to complete on the employee record after conversion, see How to Add and Manage Employees. For the salary setup, see How to Assign Employee Salaries and Increments.

Expected Result

Service / PSA lens

Service Organisation Context

Offer acceptance is the point at which a candidate becomes an employee, and for a service organisation that conversion is the handover into the resource pool: only an employee record can be added to a project as a member, log time against a task, or appear in the Resource Utilization views. Completing the designation, department, reporting manager, shift and skills on the new record is therefore what makes the person staffable, not merely employed. Offer letter data pre-filling the salary structure keeps agreed pay consistent, but it creates no project costing rate, which CrmLeaf does not hold.

Important Notes

• Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
• Recruitment and Letter are paid add-on modules, and Payroll is a separate paid add-on. Confirm each is included in your plan before you depend on it.
• Conversion is the point at which the person becomes an employee. Check the offer details carefully first, because the offer data pre-fills the salary structure.
• Withdraw an offer rather than deleting it, so the recruitment record stays complete.

Common Scenarios

Troubleshooting

Frequently Asked Questions

What happens to the application after conversion?

The recruitment records stay in place for reporting, and the person is managed from then on as an employee in HR.

Can an offer be withdrawn after it has been sent?

Yes. An offer letter can be withdrawn, which keeps the history of the offer on record.

Do I have to re-enter the candidate's details as an employee?

No. Converting the hired candidate creates the employee record from the candidate's details.

Related Articles

• How to Add and Manage Employees
• How to Assign Employee Salaries and Increments
• How to Set Up Candidate Onboarding
• How to Manage Job Applications