The offer letter is a formal offer of employment to a candidate for a job. It usually includes the prospective employee's start date, formal job title, manager, pay/salary, other compensation, and conditions for employment.
Why does Shoobx ask for salary, manager, and other terms stated in the offer letter?
Shoobx asks this because we use data like the salary in the Employee Record to keep a clear log of salary history. We use data like the employee's manager in multiple places, most notably to generate the company's organizational chart correctly. We use every term that we ask for somewhere in your Shoobx account to allow you to better manage your employees.
Does the offer letter grant the employee shares?
Offer letters sometimes include equity as part of the employee's compensation. The number of shares the employee will receive may be stated in the offer letter (usually in the compensation section). However, this does not actually give the employee those shares--it is only a promise of equity. The board must approve the grant, a grant agreement must be executed, and the employee must purchase the shares. If the offer was made through Shoobx, the system will remind the user of the promised shares the next time the Grant Shares workflow is run.
How do I add an End Date to an offer letter?
If you are using Shoobx to generate an offer letter and the employee will have a specified end date that needs to appear in his/her offer letter, you can easily specify one. Do this by going all of the way to the "Checkpoint" screen in the 'Add Employee' workflow and then click the "Edit Document" button next to the offer letter. You'll find the "Include End Date" term in the "Title" section.
How can I use Shoobx to create an offer letter for an intern?
You can use either the consultant or employee workflow in Shoobx, depending on how you're classifying the intern. What terms are unique to your intern offer letters and makes them different from your average employee or consultant's letter? This blog post might be helpful when thinking about this.
How Can I Make it So That The Offer Letter Creator is Notified After the Company Signer Signs the Offer Letter?
Many companies have one person who creates the offer letter, and another person (perhaps the company President or CEO) who signs the offer letter. If this is the case for your company, you may find it helpful to set up an alert for the creator that will let them know when the company signer has signed the offer letter.
You can put the offer letter creator on the list of people to be emailed by Shoobx when the offer letter is signed by following these instructions:
- Switch from "Company" lens to "Administration" lens in the upper right hand corner of your dashboard
- Click on the "Offer Workflows" button on the HR Settings panel
- Find the "List of users to receive alert when offer letter released to employee" box, and list the people you'd like to receive this notification.
What if I have an employee transitioning to a consultant? How can I record that in Shoobx?
STAGE 1: Allowing shares to continue vesting or not. Does your employee have shares that are currently vesting? If so, and you'd like to have their shares STOP vesting, then you can run the termination workflow. If so, and you'd like these share to continue vesting, you will not terminate them. If they have no shares to begin with, you can move on to Stage 2.
STAGE 2: Changing their role. If you have an employee in Shoobx currently, and you'd like to transition them to a consulting role, you'll run the "Add Consultant" workflow in Shoobx for that person.
If you have any questions, feel free to reach out to firstname.lastname@example.org.