A Practical Guide to Automating Offer Letter Delivery and Tracking with Make.com
In today’s competitive talent market, efficiency in recruitment is paramount. Automating the offer letter process not only saves invaluable time for HR and hiring teams but also enhances the candidate experience through swift and professional communication. This guide provides a step-by-step approach to leveraging Make.com (formerly Integromat) to streamline the generation, delivery, and tracking of offer letters, integrating seamlessly with your existing HR systems. By reducing manual intervention, you can focus on strategic talent acquisition, ensuring candidates receive timely and accurate offers, and your team maintains clear visibility into the hiring pipeline.
Step 1: Define Your Offer Letter Workflow and Data Sources
Before diving into Make.com, clearly map out your existing offer letter process. Identify all the data points required for an offer letter (e.g., candidate name, position, salary, start date, manager, legal clauses). Determine where this data currently resides—it could be in your Applicant Tracking System (ATS), HR Information System (HRIS), a spreadsheet, or a web form. Understanding these data sources is crucial, as Make.com will need to pull information from them. Plan the trigger point for initiating an offer letter—is it a status change in your ATS, a new row added to a sheet, or a form submission? This foundational step ensures you build an automation that truly aligns with your operational needs and existing tools.
Step 2: Configure Your Make.com Scenario Trigger
The first module in your Make.com scenario will be the trigger that initiates the offer letter automation. This could be a “Watch Records” module for your ATS (e.g., Greenhouse, Workable, Lever), a “New Row” module for Google Sheets, or a “Webhooks” module if your system can send out custom webhooks upon a certain event (like a candidate moving to “Offer Extended” stage). Connect Make.com to your chosen data source using the appropriate app module. Test this trigger thoroughly by performing the action in your source system that should initiate the scenario. Ensure all necessary candidate and offer details are being correctly captured and passed into Make.com from the trigger.
Step 3: Generate the Offer Letter Document
Once the data is triggered, the next step is to dynamically generate the offer letter document. You can use document generation tools like Google Docs (with a template), Microsoft Word (via OneDrive/SharePoint), or dedicated document generation services like PandaDoc or DocuSign. Create a template for your offer letter with placeholders for all the variable data points identified in Step 1. In Make.com, use the relevant app module (e.g., “Google Docs > Create a Document from a Template,” or “PandaDoc > Create Document”) and map the data pulled from your trigger to the corresponding placeholders in your template. This step transforms raw data into a polished, personalized offer letter.
Step 4: Facilitate E-Signature and Delivery
After the offer letter is generated, it needs to be sent for signature. Integrate your preferred e-signature platform (e.g., DocuSign, Adobe Sign, PandaDoc) with Make.com. Use the appropriate module (e.g., “DocuSign > Send Document for Signature”) to send the newly generated offer letter. Configure the recipient (the candidate’s email address) and any required signer fields. Simultaneously, you might want to send a custom email notification to the candidate with the offer letter attached or linked, using an email module like “Gmail > Send an Email.” Ensure the email is professional and provides clear instructions for the candidate to review and sign the offer.
Step 5: Implement Tracking and Notifications
The final crucial step is to track the status of the offer letter and provide internal notifications. After the e-signature module, add modules that update your ATS, HRIS, or a shared Google Sheet once the offer is signed or declined. This could be an “Update Record” module in your ATS or an “Update Row” module in Google Sheets. Additionally, set up notifications for your hiring manager or HR team. Use a “Slack > Send a Message” or “Gmail > Send an Email” module to alert relevant stakeholders about the offer’s status change, ensuring everyone is informed in real-time. This comprehensive tracking mechanism enhances transparency and helps in proactive follow-ups.
If you would like to read more, we recommend this article: The Automated Recruiter: 10 Make Campaigns for Strategic Talent Acquisition
