Issue An Offer And Convert To Employee

When an application reaches the Offer stage, the hiring decision is made — now you put it in writing. A Veona offer is built as a draft, signed off with your eSign PIN (eSign PIN = the 6-digit personal code that binds your electronic signature to a document), sent to the candidate, and then marked Accepted or Declined depending on what they say. If they accept, one button turns that offer into a real employee — provisioning their account and starting onboarding — so you never re-key a new hire’s details into a separate “add staff” form. We’ll follow Tunde, an HR Officer, closing out the hire of Amaka Obi.

Who / when: the HR Officer or HR Manager, once an application sits at the Offer stage. You build the offer, sign it, record the candidate’s answer, and convert.

The main path

1. HR Officer — open Human Resources → Recruitment → Candidates (Amaka’s Application Detail), confirm the stage pill reads Offer, then select “Draft Offer”.
2. HR Officer — fill the terms: pick the “Position” and “Grade” (searchable pickers), enter the “Salary (NGN)”, set a “Start Date”, and select “Save Draft”. The offer is created as Draft. The salary you typed is encrypted at rest — it is held as protected data, not plain text.
3. HR Officer — on the offer row, select “eSign”, enter your 6-digit eSign PIN, and select “Sign”. The offer is now signed and tamper-evident.
4. HR Officer — with the offer signed, select “Send” on the row to mark it Sent to the candidate.
5. HR Officer — when Amaka replies, select “Mark Accepted” (or “Mark Declined”) on the Sent offer. An accepted offer unlocks the convert step.
6. HR Officer — select “Convert To Employee” (top of the Application Detail). Veona pre-fills Amaka’s name, work email and phone from the candidate record; confirm them and select “Convert And Onboard”. The application flips to Hired, a staff account is provisioned, and the onboarding checklist starts.

Caution

An offer must be eSigned before it can be Sent. If you try to send an unsigned draft, Veona blocks it — the signature is the control that says “these terms are approved”. Sign first, then send.

Note

Converting inherits the role’s shape automatically: the new employee picks up the position and grade from the accepted offer and the department from the requisition. You are not retyping any of it — the pipeline already captured it.

Other ways this goes

Blocked: drafting an offer before the Offer stage

1. HR Officer — if the application is still at Screening or Interview, the “Draft Offer” action is not available, and the server refuses an offer anyway: move the application to the Offer stage first.
2. Advance the application along the pipeline until its stage pill reads Offer, then come back and draft.

Editing terms after signing

1. HR Officer — a signed or sent offer is read-only; its terms are locked the moment the signature binds. If the salary or position is wrong, you cannot quietly edit it.
2. HR Officer — withdraw that offer and draft a fresh one with the correct terms, then sign and send the new one. This keeps the signed record honest.

Sent → Declined

1. HR Officer — if Amaka turns the role down, select “Mark Declined” on the Sent offer.
2. The offer closes as Declined. The application stays at the Offer stage; you can draft a revised offer, or move the application to Rejected / Withdrawn if the search moves on.

Blocked: converting without an accepted offer

1. HR Officer — the “Convert To Employee” button only appears once the application is at the Offer stage and an offer is Accepted. Without both, Veona refuses the conversion.
2. Get the offer signed, sent and marked Accepted first; the convert action then becomes available.

Idempotent re-convert

1. HR Officer — if you select “Convert And Onboard” again for an already-hired application (for instance after a page refresh), Veona does not create a second person.
2. It returns the same employee and the same onboarding checklist that were created the first time, so a double click is harmless.

What happens next

The new colleague now exists as a real employee, but cannot sign in yet — there is no password. The conversion fired a content-free invite to the work email you confirmed, carrying a single-use first-login link, and it started the onboarding checklist whose system steps (first login, two-factor, eSign PIN) tick themselves as the new starter completes them. The next guide picks up exactly there: adding or finishing a staff member and driving that onboarding checklist to completion.

Follow the trail

• Previous: Move Candidates Through The Hiring Pipeline
• Next: Add A Staff Member And Run Onboarding
• Related: Move Candidates Through The Hiring Pipeline · Add A Staff Member And Run Onboarding · Maintain Employee Profiles And Contracts