Staying on top of offer‑letter signatures is essential for a smooth hiring process.  Instead of manually checking each candidate’s file, you can set up a trigger that automatically emails a designated user every time an offer letter is signed.  This ensures that all relevant stakeholders are informed in real‑time and eliminates the chance that an offer acceptance slips through the cracks. 


Like other triggers in your Applicant Tracking System (ATS), this workflow requires API access and a bit of setup, but it will save you time once it’s configured.



Note: API actions can be tricky!  If APIs aren’t your cup of tea, or if you don’t have admin permissions, please reach out to your Support Team for help.  Depending on your company’s Roles & Permissions setup, you may need an administrator to perform these steps.


What You’ll Need

  • Designated user email address:  The notification can only be sent to an email that belongs to a user on your account.  Make sure the person you want to notify is listed as a user in your ATS.

  • API credentials:  You’ll need your account’s API key and secret to authorize the request.  These can be found under Menu > Account Details > API Access.

  • API platform:  We recommend using Postman or another API tool of your choice.

  • Basic API knowledge:  Although the steps below outline exactly what to do, having some familiarity with API calls will help.


Step‑by‑Step Guide

1. Confirm the User


Before setting up the trigger, ensure that the person who should receive the notification is a user in your ATS.  Navigate to Menu > Account Details > Manage Users and add them if necessary.  The email address you enter in the trigger must match the email used for their user account.


2. Gather Your API Credentials


Log in to your ATS and go to Menu > Account Details > API Access.  Copy your API key and secret; you will need these for Basic Auth in your API tool.


3. Create the API Trigger


In your API platform (e.g., Postman), create a new POST request to the triggers endpoint:

  • API Verb: POST

  • Request URL: https://api.applicant-tracking.com/api/v1/triggers

  • Authorization: Choose Basic Auth and enter your API key and secret.

  • Body: Set the body type to Raw and select JSON.


Paste the following JSON into the request body, replacing ENTER USER EMAIL HERE with the email address of the user you identified in Step 1:

{
"event_type": "offer_letter_signed",
"action_type": "send_offer_letter_signed_email",
"data": {
"email": "ENTER USER EMAIL HERE"
}
}


This request tells the ATS to watch for the offer_letter_signed event and to execute the send_offer_letter_signed_email action.  The only required data is the email address where the notification should be sent.  Remember, the email must belong to an active user on your account.


4. Send the Request


Double‑check that your request details are correct, then click Send.  If the call returns a success response (HTTP 201), your trigger has been created.  There’s no confirmation step when notifications go out, so make sure the email address is correct before finalizing the trigger.


What Happens Next?

Once your trigger is active, the ATS will automatically fire an email each time a candidate signs their offer letter.  The designated user will receive the notification immediately, keeping them up‑to‑date on candidate acceptances without any manual intervention.  Because the process is automated, there’s no additional prompt asking “Are you sure?”—the email is sent as soon as the event occurs.


Helpful Tips

  • Check user status: The notification will only succeed if the designated email belongs to an existing user.

  • Verify your JSON:  Ensure the field names (event_type, action_type, data, and email) and their values are spelled exactly as shown.  Minor typos or extra spaces can cause the trigger to fail silently.

  • Ask for help:  If you run into issues or need guidance, feel free to contact the Support Team—APIs can be tricky, and they’re here to help.


By following these steps, you can ensure that your team never misses an important milestone in the hiring process. Automated notifications keep everyone on the same page and free you up to focus on delivering an outstanding candidate experience.