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You send an offer from a candidate’s record in the inbox. The candidate gets a link to one page with your letter, the pay, and the start date. They accept or decline there. No account is needed.

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Before you start

  • The candidate must be Interviewing. Send offer doesn’t show for other statuses.
  • A candidate has one open offer at a time. You can send a new one after the last one is declined, rescinded, or expired.
  • To email the offer from Hotfix, connect Google Workspace under Settings > Integrations. Without it, you can still create the offer and copy its link. See Integrations.

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Set up a letter template

Save the letters you send often as templates under Settings > Templates, on the Offer tab.
1

Create the template

Click New template. Give it a Name and write the Letter. A new template starts from a short default letter you can edit.
2

Add tokens

Use Insert token in the letter’s toolbar to insert details that change per candidate. They fill in when the candidate opens the offer.
3

Save

Click Save.

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Use your own fields

You can also put your own fields in a letter, like a signing bonus or a manager’s name.
  1. Go to Settings > Fields and open or create a field.
  2. Under Used in, check Offer letters.
  3. Save the field.
The field now shows under Fields in the token menu. It fills in with that candidate’s value. If a candidate has no value for it, it shows as blank.

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Send an offer

1

Open the candidate

In the inbox, open the candidate’s record. See Candidate record.
2

Click Send offer

In the details panel, click Send offer.
3

Write the letter

The Letter starts filled in with your default offer letter. Pick another Letter template to replace it, or edit the letter directly.
4

Fill in the terms

Enter the Pay and Start date. Both are required. Set an Expiry and Notes if you want them.
5

Write the email

Pick an Email template, then edit the Subject and Email. The email must include the Offer link token.
6

Send

Click Send offer. Hotfix creates the offer and emails the candidate.
The Send offer panel with letter template, letter, pay, start date, expiry, notes, and the offer email
To share the link another way, click Copy link instead. Hotfix creates the offer and copies its link. Nothing is emailed to the candidate. If Google Workspace isn’t connected, the panel has no email fields. Click Create offer and copy link, then send the link yourself.

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Offer fields

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What the candidate sees

The offer link opens a page with your company, the letter, the pay, and the start date. If you set an expiry, it shows the date to respond by and how many days are left.
  • To accept, they click Review and sign, type their full name, and click Accept offer. The page says that typing a name records acceptance and is not a legal e-signature. After accepting, they can save a copy of the page.
  • To decline, they click Decline, then Decline offer to confirm.
Both answers are final. A declined, expired, or rescinded offer tells the candidate to reply to your offer email with any questions.

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After they answer

The offer shows as a line in the candidate’s details panel. A declined or expired offer doesn’t move a Hired candidate back. Click the offer line under Offer to act on it:
  • View offer opens the candidate’s page. Available while the offer is waiting, and after it’s accepted.
  • Copy link copies the offer link. Available while the offer is waiting.
  • Rescind withdraws an offer that’s still waiting.

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Rescind an offer

1

Open the offer menu

On the candidate’s record, click the offer line under Offer, then Rescind.
2

Confirm

Click Rescind offer. To back out, click Keep offer.
The candidate’s link stops working. This can’t be undone. Hotfix doesn’t email the candidate, so let them know yourself. You can only rescind an offer that hasn’t been answered. Once a candidate accepts, rescinding isn’t available. If the hire falls through, change their status on the record.