When you "Send an offer letter" to add an employee in OnPay, you're doing a lot more than emailing a document for the candidate to sign, you're initiating a series of automated workflows designed ensure a smooth onboarding experience for everyone.
- Create and send personalized offer letters using a single template
- Signing their offer prompts new hires to set up their OnPay login and enter their information
- Automated onboarding tasks streamline the collection and retention of tax forms and paperwork
Send an offer letter
In Hire Workers, click Send an offer letter to get started using your existing offer template. If you need to make changes to your template, click Edit Offer Template.
Important
If you don't already have an offer letter template, you'll be prompted add one. If you've added HR to your subscription, you can edit all your offer letter templates in HR>Documents>eSignature Templates.
-
If you're sending an offer letter for the first time, you'll be prompted
create an offer letter template. Click Take Me There
to create your offer letter template.
Full instructions: How to create an offer template→
Verify Action
To protect the security of your account, you'll need to verify your identity before hiring workers. To do this, OnPay will send you an email with a link to enter a one-time-use verification code. When you see this pop-up, highlight and copy its verification code, then click the link in the verification email to paste the code.
You can continue any in-progress employee offers, or click Start to begin a new offer.
Enter information
Enter the information for the new employee, including:
- Personal email
- Hire date (first day of employment)
- Name
- Supervisor
Specify their job details, including their pay rate. Some fields have default choices, but most will present options based on how your company account is set up. These are:
- Worksite - Can be added in Company→My Company→Company Worksites
- Pay schedule - Can be added by following these instructions
- Location - Can be added in Company→Loc/Dep/Pos→Locations
- Department - Can be added in Company→Loc/Dep/Pos→Departments
- Position - Can be added in Company→Loc/Dep/Pos→Positions
- Title - Can be added instantly in the "Title" field
- Type - Choose from default
- Amount - Enter the amount
- Per - Choose from default
- Full/Part time - Select one
Select your offer template to apply these details.
Offer letter template
Add any additional information that this candidate should know, like where to report on their first day, their job duties, or when this offer will expire. This information will be used in the offer letter.
Click Continue when you're ready to review the offer letter.
Review your offer letter
Your offer letter will be a combination of your template, and the information entered in the previous step. In the example below, inserted variables, or smart fields, are underlined in orange. You can have as many templates, with as many smart fields as are needed.
You can edit this letter by clicking Open Editor.
Click Continue when you're ready to create your onboarding packet.
Create an Onboarding Packet
Onboarding packets allow you to add a file checklist and assign tasks to complete file requests for the documents that will be needed to help onboard this new employee. You can assign who is responsible for reviewing these onboarding tasks before they're marked as complete. That way, as soon as your candidate signs the offer, their onboarding workflow begins.
To begin, select your Employee File Checklist, and click Continue.
Need help creating a File Checklist? See how→
You default File Checklist will already include Forms W-4 and I-9. Select who you want to review these documents after they've been completed by the new-hire.
Click Continue to compose your email template.
Compose email
Your offer letter is ready to go, so now it's time to draft an email template stating that they're being offered this position. Just like the offer template, we've already gotten you started with a template that uses smart fields as placeholders for candidate-specific information. Review this template and make any changes necessary.
When you've finished composing your email, and are ready to send this offer, click Send.
You'll see a final preview of your email, and the offer letter itself, so you can double-check every detail before you click Send.
Your offer letter email will appear as below. It will contain a link the candidate can follow to read and sign the offer.
You'll receive a confirmation email when the offer is delivered, and another one when it is signed and returned.
v7.25