How to Roll Out an Offer Letter in uKnowva HRMS?

Introduction

Rolling out an offer letter is a critical part of the recruitment lifecycle. It formalizes the hiring decision and marks the transition of a selected candidate into your organization.

With uKnowva HRMS, you can manage this process digitally, ensuring that offer letters are generated with accurate information, securely shared with the candidate, and recorded for compliance.

This feature saves time for HR professionals by centralizing offer management within the recruitment workflow.

In this article, we’ll walk you through the process of rolling out an offer letter in uKnowva HRMS after a candidate has been approved or placed.

Step 1: Navigate to My Applicants under the Recruitment Menu

To start, log in to your uKnowva HRMS account and go to the side navigation panel. From here, click on the Recruitment menu and select My Applicants sub-menu.

This will open a page displaying all applicants who have applied for various job roles in your organization.

The list is displayed in a table format under multiple headings such as Applicant Details, Qualification, Experience, Job Title, Talent Fit Score, Salary Expectation, Date of Application, CTC, and Status.

You can locate a specific applicant either by scrolling through the list or using the search bar provided at the top of the page.

Step 2: Update the Applicant’s Status to Approved/Placed

Before you can issue an offer letter, you need to ensure that the applicant's status is set to Approved/Placed.

In the Status column, click on the drop-down and select this status from the available options.

If you’re unsure how to change an applicant’s status, you can follow this step-by-step tutorial for help: How to change the status of an applicant in uKnowva Recruitment module

Changing the status to Approved/Placed indicates that the hiring decision is finalized and that the applicant is ready to receive the formal offer.

Step 3: Roll Out the Offer Letter from the Applicant List Page

Once the applicant is approved, look under the Status column for the Roll Out Offer Letter option. Click on it to initiate the process.

A new interface will open where you can view the applicant's details. Take a moment to verify all pre-filled fields, such as job title, hiring cost, source of recruitment, offer letter template, and expected joining date.

If needed, make edits or updates to these fields. After verification, click the Next button to proceed to the following interface.

Here, you’ll have the opportunity to update additional details like Basic Info, Profile Info, or Salary details.

Once everything is reviewed and finalized, click the Save button to successfully roll out the offer letter.

Step 4: Roll Out Offer Letter from the Applicant’s Profile Page

An alternative method to roll out an offer letter is by accessing the applicant’s profile directly.

From the My Applicants page, click on the name of the applicant. This will take you to the detailed profile view of that candidate.

On this page, you’ll find the Roll Out Offer Letter button.

Click it to open the offer letter interface, where you can again verify and edit information as required.

After reviewing the basic and profile information, click the Next button,

Followed by verifying the details of the profile, salary, or basic info, and then clicking on the Save button to complete the offer letter rollout process.

Conclusion

That’s it!

You’ve now successfully rolled out an offer letter in uKnowva HRMS.

By following this process, you ensure that all candidate details are accurate and up-to-date before formalizing the hiring decision.

This streamlined workflow helps HR professionals avoid errors, reduce paperwork, and maintain consistency in their hiring process.

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