Make, send and track a job offer
From the applicant's Offer tab click Make an offer, fill salary, contract and dates, then send, accept, decline or withdraw. Only one live offer per applicant; drafts can be edited.
For School administrators, HR managers. Updated 2026-10-09.
Overview
Open the applicant and go to the Offer tab, then click Make an offer (needs the “add recruitment” permission; hidden if a live offer exists, or the applicant is closed or hired). The "Make an offer" form has Position, Monthly salary (GHS), Contract (Permanent, Fixed term, Probation or Casual), Months (required for fixed term, e.g.
"Say how many months a fixed-term contract runs."), Start date, Offer open until, and Terms. Creating an offer moves the applicant to the Offer stage ("Offer drafted" in history). Offer statuses: Draft, Sent, Accepted, Declined, Withdrawn. Allowed transitions: Draft > Sent (Mark as sent), Sent > Accepted, Sent > Declined, and Draft or Sent > Withdrawn.
Only a Draft offer can be edited ("Only a draft offer can be edited."). An applicant can only have one live offer (Draft, Sent or Accepted) at a time: "This applicant already has a live offer. Withdraw it before making another." Each action is audit-logged (needs the “edit recruitment” permission).
Use the Offer letter PDF button to download a branded offer letter with the school name, candidate, position, salary, start date and contract details to send to the candidate. Marking an offer as sent in the system does not email the candidate, so share the PDF yourself.
Once an offer is Accepted, a Hire applicant button appears on it which moves the applicant to Hired (subject to the hires-wanted check).
Before you start
- The “add recruitment” permission to make an offer, the “edit recruitment” permission to send/accept/decline/withdraw
Steps
- Open the applicant > Offer tab and click Make an offer.
- Enter Position, Monthly salary, Contract type and, for fixed term, the Months.
- Set Start date and Offer open until, and add Terms.
- Create the offer, then download the Offer letter PDF and send it to the candidate.
- Click Mark as sent.
- When the candidate replies click Accepted or Declined.
- After Accepted, click Hire applicant.
Common problems
"This applicant already has a live offer."
Withdraw the existing Draft/Sent offer, or if it is Accepted, hire the applicant instead of making another.
I cannot edit the offer salary.
Only Draft offers are editable. Withdraw the sent offer and create a new one.
The candidate did not receive the offer.
The system tracks offer status but does not send it. Download the Offer letter PDF and send it yourself.