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Offers

When a candidate makes it to the end of your pipeline, Hivemind can generate their offer letter, route it through your team for approval, and collect a legally binding e-signature, with no printing and no third-party signing tool. This guide covers setting up the Offer step, the internal signing chain, and what candidates see.

How offers work

Offers are driven by the Offer step in your pipeline. You configure it once (the letter template, the fields it collects, and who signs), and every candidate who reaches that step automatically gets their own offer. Your team fills in the details and signs first, in order; the candidate always signs last. There's no separate "send" button: the moment your last internal approver signs, the candidate is emailed their signing link.

Set up the Offer step

Open the Offer step in your pipeline editor and work through its sections:

  1. Offer letter: give it a Name (e.g. "Engineering Offer Letter").
  2. Offer fields: the details the offer collects. Position, Salary, and Start date are always included; click Add field for extras, choosing a type: Text, Number, Date, Amount, or a pay rate like Per hour or Per year.
  3. Chain of approval: click Add approver to add team members in signing order, optionally with a title like "Hiring Manager", and assign which fields each person fills. The Candidate row is always locked at the end.
  4. Letter template: write the letter with placeholders such as {candidate_name}, {company_name}, {salary}, and {start_date} that fill in per candidate. Click Preview to see the rendered letter as a PDF.
  5. Send from: pick which connected email account the signing link is sent from.

Your team fills and signs

When it's an approver's turn, a task lands in their Hivemind inbox: a live PDF preview of the letter on the left, and Your fields plus a Sign section on the right. From there they:

  1. Fill in their assigned fields under Your fields.
  2. Type or draw a signature.
  3. Tick the consent boxes.
  4. Click Sign and pass to {next approver}, or, if they're last, Sign and send to {candidate}.

Approvers can also Send back an offer to a previous signer with a note, Decline it, or Withdraw it entirely.

⚠️

Withdraw stops everything: the candidate can no longer sign and the pipeline halts on the Offer step. It can't be undone, so use Send back if you just need a correction.

What the candidate sees

The candidate receives "Your offer from {company} is ready to sign" with a Review and sign button. From there:

  1. They verify their identity with a 6-digit code emailed to them.
  2. They land on the signing page: the offer letter on the left, Add your signature on the right, with Type and Draw options.
  3. They tick the consent boxes.
  4. They click Sign & finish, or choose Request changes to open a negotiation, or Decline.

Once everyone has signed, the candidate gets a "Your signed offer" email and can Download signed PDF anytime.

💡

If a candidate clicks Request changes, you'll get a task showing their message and the terms they'd like to revisit. From there you can Resend as-is, Edit & Reissue a revised offer (which restarts the signing chain), or Withdraw.

After signing

When the offer is fully executed, every approver is notified that the candidate signed and the pipeline advances automatically. The candidate's profile keeps the record on its Offers tab: status badges like Awaiting candidate or Fully executed, a signing timeline, and a View & download button for the signed copy. See Candidate Profiles.

What's next

Updated about 2 months ago

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