Follow this guide to send a job offer in Humanforce Talent to a current employee applying for a new role. When the candidate accepts, Humanforce HR creates a pending job update on their existing profile, which is held until the contract is fully signed.
This feature is currently available to selected customers as part of an early access programme. Humanforce will continue to refine and expand availability, with general availability coming soon.Part 1: Send the job offer in Humanforce Talent
Open the job in Humanforce Talent and select the current employee you want to make an offer to.
To create an Offline Offer and immediately create the candidate and job records in Humanforce HR, select the Status and choose Offer Accepted, then select Next to proceed to the Setup Offer form.
Alternatively, to send an Online Offer, select the Status and choose Offer Pending, then select Next to progress to the Offer Creation and Approval flow. Select the Offer Template, set the Offer Contact and Offer Signatory as required, and then complete the Offer Form.
Under Humanforce HR Profile, select Humanforce and search for the employee's existing HR profile. Select their name from the results to link the offer to their record in Humanforce HR.
Complete the required job details for the new role:
Position Title - select from the dropdown.
Start Date - enter the employee's proposed start date in the new role.
End Date - enter an end date if this is a fixed-term role.
Business Entity - select the entity the role sits under.
Business Unit - select the team or division.
Work Location - search for and select the employee's work location.
Employment Condition - select No Employment Condition if none applies, or search for the relevant award or agreement.
Pay Grade - select the applicable pay grade. If this is attached to an Employment Condition in HR, only the relevant Pay Grades will appear.
Work Type - select the employment classification (for example, Permanent or Casual).
Work Class - select the employment class (for example, Full Time or Part Time).
Full Time Equivalent (FTE) - enter the FTE value. Values of 0-5 are accepted.
Remuneration Schedule Type - select Annual Salary or Hourly Rate.
Remuneration - enter the base annual salary or base hourly rate amount.
Pay Cycle - select how frequently the employee is paid.
Hours Per Pay Cycle - enter the contracted hours per pay period.
Hiring Manager / Supervisor - search for and select the employee's direct manager in the new role.
Optionally, to automate HR processes once the offer is accepted, select a:
Contract Template - automate contract issuing once the job update is created successfully. The contract will be issued immediately to the first signer, or created as a Draft in Humanforce HR if there is a contract value, signer, or viewer that must be resolved manually in Humanforce HR.
HR Workflow - automate scheduling the job change workflow once the contract is fully signed.
Select Save Offer.
For Offline Offers, the Offer Card will be created, and will trigger Humanforce HR to create the necessary records.
For Online Offers, review and update the Offer Letter if required, then select Next. Select Request Approvals to send the Offer Details out for approval before issuing to the candidate, or select Approve Now to bypass approvals. Once approvals are received or have been bypassed, enter the Message to accompany the Offer Letter, and select Send Offer. The Offer will be sent to the candidate, and the candidate's status will be updated to Offer Sent. Once the candidate has accepted the offer, the status will update to Offer Accepted, which will trigger Humanforce HR to create the necessary records.
The offer will immediately appear in the candidate's activity timeline, and an HR ID will appear on their profile.
Part 2: View the pending job update in Humanforce HR
When the employee accepts the offer, Humanforce HR creates a pending job update on their primary job record. The update is held until their new contract is fully signed, so no changes are pushed to Workforce Management or Payroll prematurely.
Navigate to Humanforce HR and open the employee's profile.
Review the banner on the employee's profile confirming a pending job update is in place. The details of the update are not visible or editable in HR while it is pending.
Once all signatures are completed on the new contract in HR, the job update is applied automatically. The employee's job record updates to reflect the new role details, and normal downstream events to Workforce Management and Payroll resume.
The start date entered in the Talent offer form becomes the effective date of the job change in Humanforce HR.
Additional information
The pending job update bypasses the HR job approval process. Role approval is assumed to have occurred during the recruitment process in Talent.
Only one pending job update can be active per employee at a time. If a second offer is accepted before the first contract is signed, the first update is replaced by the most recent one.
If the contract is rejected or does not proceed, the pending job update is automatically discarded, and the banner on the employee's profile is removed. To restart the process, a new job offer must be sent from Humanforce Talent.
While a job update is pending, the existing job details remain unchanged in Humanforce HR, and no changes are visible to Workforce Management or Payroll.
If the employee's start date in the new role has already passed at the time of contract signing, the job update is applied immediately, and any selected onboarding workflow is scheduled using the effective date of the job change.
Required fields in the Setup Offer form are marked with an asterisk (*). The offer cannot be saved until all required fields are completed.
Users with limited access may not be able to send job offers or view employee records. Contact your administrator if access is restricted.