ClearInsights Prebuilt Liveboard: Offer Letter Process Visibility Overview

The Offer Letter Process Visibility Prebuilt Liveboard displays information about the timing and acceptance rates of offer letters in your organization for the last year.

In this article:
Purpose
Metrics Available
Default Filters
Attributes Available
Additional Resources

Purpose

The Offer Letter Process Visibility liveboard aims to enhance transparency, efficiency, and the overall effectiveness of the offer letter creation and approval process, ultimately contributing to a more streamlined and candidate-friendly recruitment experience.

What kind of questions can this liveboard answer?

1. What is the average time it takes for an offer letter to be created, approved, and accepted within the organization?
2. Are there specific departments or teams within the organization that experience longer delays in the offer letter approval process, and what factors contribute to these delays?
3. Can we identify trends or patterns in candidate response times to offer letters, and how can this information be used to optimize the candidate experience and increase offer acceptance rates?

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Metrics Available

Accepted Offers

The number of offer letters accepted by candidates.

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Offers Sent to Candidates

The number of offer letters sent to candidates, regardless of whether the candidate accepted, declined, or did not respond.

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Median Offer Approval Time (hrs)

The median number of hours it takes for an offer letter to complete the approval process.

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Average Offer Acceptance Time (hrs)

The average number of hours it takes a candidate to accept or decline an offer letter.

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Average Time in Process

The average number of hours an offer letter spends in the process before reaching one of the following statuses: accepted by the candidate, approval complete and awaiting sending, or sent and awaiting candidate response.

Time is calculated from when the offer letter is created. This metric does not include cancelled or expired offers.

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Status After Offer Sent

The status of the offer letter after it is sent to the candidate, including accepted, declined, expired, or no response.

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Offer Letter Acceptance Rate by Department vs Organization Average

This chart shows offer letter acceptance rates by department compared to the organization's average. It includes the 10 departments with the highest acceptance rates and the 10 departments with the lowest acceptance rates.

Acceptance rate is calculated as the number of offers accepted by candidates divided by the number of offers sent to candidates.

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Offer Approval Time (hrs) by Department vs Organization Average

This chart shows offer approval time by department compared to the organization's average. It includes the 10 departments with the longest approval times and the 10 departments with the shortest approval times.

Approval time is calculated as the number of hours between when an offer letter is sent for approval and when all approvals are complete, and the offer is ready to be sent to the candidate.

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Default Filters

1. Time Frame: Last 90 days
2. Data Source: Date Created

Attributes Available

Custom Fields

Candidate and Offer Letter Custom Fields can also be included. To add custom fields, the prebuilt liveboard must be duplicated.

Attribute	Origin	Description
Candidate Name	Application	The First and Last name is populated from the candidate profile. This is either when the candidate completes the application or if a resume is uploaded.
Requisition ID	Requisition	Depending on your system settings, requisition ID will be either the auto-populated requisition ID or the user-provided requisition ID. When the auto-populate is enabled, ClearCompany assigns the ID upon the requisition's initial save. Requisition IDs must be unique across the organization and cannot be reused, even for unposted or deleted requisitions and templates. For more information, refer to: ATS Settings: Requisitions.
Requisition Title	Requisition	Requisition Title is populated from the requisition job title field.
Requisition Role	Requisition	The role is populated from the requisition role dropdown field.
Recruiter	Requisition	This data point is populated from the requisition in the hiring team section.
Hiring Manager	Requisition	This data point is populated from the requisition in the hiring team section.
Department	Requisition	The department is populated from the requisition in the administrative info section.
Requisition Office	Requisition	The office is populated from the requisition in the administrative info section.
Offer Pay Rate Amount	Offer Letter	This data point is populated from the Offer Letter System field, pay rate amount, when generating an offer letter for a candidate. This information will only appear if your account employs the use of the offer letter system fields.
Offer Pay Rate Type	Offer Letter	This data point is populated from the Offer Letter System field, pay rate type, when generating an offer letter for a candidate. This information will only appear if your account employs the use of the offer letter system fields.
Offer Status	Offer Letter	The offer status is pulled from the "Hire" tab of the candidate's profile. The acceptable values for this status are: Expired: The offer letter was sent to the candidate and included an expiration date. That date passed without the candidate accepting or declining the offer. Approval Complete: All approvers have approved the offer letter, but it has not been sent to the candidate yet. If an offer letter does not require approval, it enters this status when created unless auto-send is enabled. Approval in Progress: One or more approvers have not yet approved the offer letter. Awaiting Candidate Response: The offer has been sent to the candidate, and they have not yet accepted or declined it. Rejected by Approver: An approver rejected the offer letter. Accepted by Candidate: The candidate has accepted the offer letter. Cancelled: The offer letter was cancelled and is no longer active. It will not be sent to the candidate. Declined by Candidate: The candidate declined the offer letter. Failed to generate: Indicates that the system was unable to create the offer letter. Offer letters may fail to generate due to system timeouts or other issues. In most cases, generating the offer letter again resolves the problem.
Daily Date Offer Letter Created	Offer Letter	The date the offer letter is generated.
Daily Date Offer Letter Approved	Offer Letter	The date the offer letter was approved, if it has not been approved or if there is no approval process it will display N/A.
Daily Date Offer Sent	Offer Letter	This date represents when the offer was dispatched to a candidate, either through manual initiation or via the automation configuration established in your offer letter process.
Daily Date Offer Completed	Offer Letter	The completed date is the date on which the candidate signed or rejected their offer letter. This timestamp is also displayed at the bottom of the offer letter page, which can be found under the candidate's "Hire" tab. If the offer letter expires before a candidate accepts or rejects it, the expiration date will be shown here.
Stage	Workflow	The name of the Stage the candidate was moved into at the specific time recorded in "Entered Stage Date".
Average Offer Approval Time (Hrs)	Offer Letter	The total time, in hours, it took for the offer to be fully approved by all required approvers, if applicable. This is calculated as the difference between the Date Offer Letter Created and the Date Offer Letter Approved.
Average Offer Approved to Sent Time (Hrs)	Offer Letter	The total time, in hours, between the full approval of the offer by all required approvers (if applicable) and when the offer was sent. This is calculated as the difference between the Date Offer Letter Approved and the Date Offer Sent.
Average Offer Acceptance Time (Hrs)	Offer Letter	The total time, in hours, between the time the offer was created to when it was accepted, rejected, or expired. This is calculated as the difference between the Date Offer Letter Created and the Date Offer Finalized (only for accepted, rejected, or expired).

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Additional Resources

ClearInsights: Talent Acquisition Data & Attributes
ClearInsights: Talent Development Data & Attributes
Custom Fields Overview