This article explains how to record the outcome of a job offer in the ATS and how to transfer a hired candidate to onboarding. Users with Manager Permission or Hiring Permission do this; to email candidates from the ATS you need to have connected your own Google or Outlook account.
Note: The ATS has no separate "offer" record or offer letter. The offer is sent to the candidate by email and its outcome is recorded with the candidate's status (Hired or Rejected).
Before you start
The candidate should have completed the interview process (Scheduling and evaluating interviews).
To email the candidate, your Google or Outlook account must be connected under Configuration > Recruitment > Settings > Integrations (ATS settings).
For the transfer, you need the candidate's Turkish identity number (nationality number for foreign nationals), branch and gender.
The onboarding module must be enabled for your company.
Step by step
1. Sending the offer
Open the candidate in the CV Pool or in the Candidate pipeline tab of the posting details.
Click Send Email at the top of the panel (the panel switches to the Emails tab and opens the new email window). With Use Template you can pick your prepared offer text from Configuration > Recruitment > Settings > Email Templates.
Fill in the Send Channel (Google or Outlook), Subject, Message and, if needed, Attachments. Choose Send Immediately or Schedule and send. A scheduled email goes out at 09:00 (Istanbul time) on the date you pick.
2. Recording the outcome
Click Change Status in the candidate's Status tab (Changing a candidate's status):
If the candidate accepted, choose Hired.
If the candidate declined, choose Rejected and give the reason as Sub Status (e.g. Salary expectation not met, Accepted another offer, Decided to stay at current job (incl. counter offer)).
3. Transferring the candidate to onboarding
In the CV Pool, open the Actions menu on the row of a candidate in Hired and click Transfer to Onboarding. This option only appears for candidates in Hired.
In the Transfer Personnel to Onboarding window the candidate's details are pre-filled. Check them and complete what's missing: Name, Middle Name (optional), Surname, Email, Telephone Number, Password (at least 6 characters), Gender, Nationality, Turkish Identity Number (11 digits for Türkiye) or Nationality Number, Branch.
Read the warning "This person will be transferred to your onboarding list. Please make sure the entered information is correct." and click Transfer to Onboarding.
Result
Candidate successfully transferred to onboarding appears and the candidate is added as a new record to your onboarding list. Onboarding continues in the onboarding module.
The candidate receives a welcome email and SMS containing the password you entered. The SMS uses your company's SMS credit.
The candidate's ATS status stays Hired.
Common problems
Symptom: Transfer to Onboarding isn't in the menu.
Cause: The candidate's status isn't Hired.
Fix: Set the candidate's status to Hired first.
Symptom: The identity number field shows an error.
Cause: With Türkiye as nationality, the Turkish identity number is shorter than 11 digits.
Fix: Enter the 11-digit Turkish identity number; for foreign nationals choose the correct nationality and enter the nationality number.
Symptom: Transfer to Onboarding shows an error and no record is created.
Cause: The selected Branch isn't one of the active branches you are responsible for.
Fix: Pick an active branch you are responsible for; for another branch ask that branch's responsible person to transfer the candidate.
Symptom: Send Email doesn't work or is disabled.
Cause: No Google/Outlook account is connected to your user.
Fix: Connect your own account under Configuration > Recruitment > Settings > Integrations (ATS settings).