Managing Offer Letters

Managing Offer Letters

View Offer Letters

This is where you can create, edit, and manage all offer letters.

Navigate to: Headway Connect > Click into your client from the main menu > Offer Letters

Offer Letter Statuses:

  • OUTSTANDING: sent and waiting on the employee to review
  • DECLINED: employee declined the offer letter
  • ACCEPTED: employee accepted the offer letter and they can enter time and expenses
  • PENDING I-9: employee has accepted and finished onboarding but it needs to be accepted in Prism
  • EXPIRED: the offer has expired on the employee's end
  • RESCINDED: the offer has been reversed and cancelled by the manager.
  • RATE APPROVAL: *only some clients have this status* pending offer letters that have a pay rate outside of the pay range that requires approval. 




Create Offer Letters

To create new offer letters, follow these steps using the screenshots below as a guide:

  1. From the Offer Letter page, click the “+ CREATE OFFER” button at the top right corner of the page.  



  1. Use the “Invite or Lookup Employee” tool to search for the candidate by name, email, or phone.
  • For a new employee:

  1. If the search/lookup returns “no records of this employee”, click “INVITE EMPLOYEE”.
  2. Complete the required fields to Invite Employee.
  3. Click “NEXT” and proceed to the next step.


  • For an existing employee:

  1. Click “CREATE OFFER” next to the employee's name.
  2. Proceed to the next step. 





  




  1. Select and complete the required fields including Position, Work Location, Employee Type, Range of Hours, Start Date, Offer Letter Template (these options are created in the admin settings, please reach out to your Account Manager if you have any questions), and Pay Rate. 



  1. Click “NEXT”.
  2. Select the appropriate template for Assignment details including Drug Screen/Background Check, Working Conditions, Physical Demands, and the offer letter’s approver. 



  1. Click “SUBMIT OFFER”.
  2. Click “CONFIRM”.



Once submitted, the employee will receive an email inviting them to register and view their offer letter in Headway Connect.


Email example:





Edit Offer Letters

You can only edit offer letters that are in the OUTSTANDING status. To edit existing offer letters:

  1. Go to the Outstanding tab and search for the candidate you want to edit.
  2. Once you’ve located your candidate, proceed by clicking on the arrow icon “>" in the table on the right.



  1. A sidebar will pop up; click the “EDIT & RESEND” button.



  1. Lastly, make any of the edits to the offer letter and/or assignment details. 
  2. When all desired changes have been made, click the “SUBMIT OFFER” button to resend the updated offer letter. 
  3. Once submitted, the employee will receive a new email with the updated offer letter. 



Rescind Offer Letters

If you need to void or take back an offer letter you sent to an employee, you have the option to rescind it. You can only rescind offer letters in the OUTSTANDING and PENDING I-9 (coming soon) status. To rescind existing offer letters:

  1. Go to the Outstanding or Pending I-9 tab and search for the employee you want to rescind.



  1. Once you’ve located your candidate, proceed by clicking on the arrow icon “>” in the table on the right.
  2. A sidebar will pop up; click the “RESCIND” button.


  1. Lastly, select one of the following reasons for rescinding the offer:
  • Position No Longer Available
  • Assignment Cancelled
  • Disqualified
  • Unresponsive
  • Other (free text)
  1. When all desired changes have been made, click the “CONFIRM” button. 
  2. The employee will receive an email stating that their offer letter has been rescinded.




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