Depending on your current workflow for presenting verbal or written offers, you may decide to use the in-app functionality that allows you to send the candidate their Offer Letter from the offer details page.
Within this article:
How it works:
Agora's app allows you to send an email directly to your candidate, formatted to include their unique Offer Letter link.
The email template's subject line and body can be customized with your own text.
The custom email senders functionality allows for the email to come from your own preferred email address instead of the default [email protected].
Customizing Your Offer Letter Email Template
To customize the email template in your Agora account, you will follow these steps. Note that in order to access this setting, you will need to be an account Owner or be in a permission group that contains Offer Letter Settings. Learn more about Permission Groups here.
Log in to the Agora app.
Navigate to Settings in the bottom left corner.
Click on the Email tab under Offer Letters to find the Offer Email settings page.
Make any changes to the Email Subject and Email Body and then click save.
Note: you can only create one email template, so we recommend keeping it generic. The candidate will get the exact details of their offer when they click to view their Offer Letter!
Add Custom Email Senders through Sendgrid
By default the Agora Offer Letter Email will come from our [email protected] email address. However, because candidates will likely not recognize that sender, we recommend that you add your own custom email senders.
Agora allows for multiple custom email senders so it's your choice if you would prefer for the email to come from a generic company inbox ([email protected]) or from a specific person. We do this using Sendgrid's Single Sender Verification. Each Offer Letter may come from any authorized email in your account.
To add a new custom sender you will navigate to the Offer Email settings page and follow these steps:
Step 1: Add your company address
To comply with our email processor Sendgrid's verification process you will first need to add your company's address.
Click on Settings > Address (Under the Organization tab)
Enter in your company's physical address / billing address
Note: If you need to change your company's address in the future, you can do so on the Address Settings page.
Step 2: Add email senders
Navigate back to the Email section under the Offer Letters tab and click Add email sender
Enter in the From email and the From name
If you would prefer replies to go to a different email address, toggle off Use same reply-to address and enter in the desired email address.
5. You will receive an email from Sendgrid ([email protected]) prompting you to Please Verify Your Single Sender. Once you have received that verification email, please forward the email to us at [email protected] within 24 hours. You don't need to take any other action
Verifying your email domain using SendGrid
Many companies have email security policies in place to prevent impersonating or “spoofing” of their domain. This is important because it ensures you have verified that the sending email server has permission to send email on behalf of your domain.
If you have gone through the process of adding custom email senders above and have found that your emails are not being delivered, or they are being sent to spam, you may need to verify your entire domain to use this functionality.
SendGrid offers the option to authenticate a domain via adding a few CNAME records to your Domain Name System (DNS) record that redirect DMARC verification to their servers.
SendGrid will manage the DKIM and SPF keys securely on their servers and allow you to use Agora to send Offer Letter emails using your company domain.
To accomplish this, you will first need to contact your IT team regarding your company’s DMARC policy, starting by providing the information above explaining what you’re hoping to accomplish.
If your IT team is willing to accommodate the request, please follow these steps:
Send an email to [email protected] and CC the appropriate contacts within your IT team, using the subject line: “Sendgrid Domain Verification Request”
Agora will contact SendGrid on your behalf and request the list of CNAMEs be provided for you to add to your DNS record.
Agora support will share instructions and provide the list of CNAMES.
Sending an Offer Letter Email through Agora
Once you have customized your Offer Email and added custom senders, you're ready to start using the Offer Email feature!
Navigate to the candidate offer record in Agora
Click on the envelope icon
Click into From to change the email sender address if necessary.
You also will see the option to add a new sender clicking on this will bring you back to the Offer Email settings page and allow you to follow the process outlined above.
Use the BCC line to bcc one or multiple others on the Offer Email
Clicking Edit template brings you back to the Offer Email settings page. Note that any changes you make on that page will be reflected in all Offer Emails moving forward. It's not possible to create different templates at this point.
Click Send and the Offer Email will be immediately delivered to email address on the candidate's Offer Letter.
The Offer Letter is marked as 'sent' in the activity feed but has not shown up in the candidate or my own inbox.
You may need to work with Agora support and your IT team to verify your email domain. See instructions here.
My emails are sending but being sent to Spam or Promotions
If you have already verified your email domain, please reference these articles: