Managing Employee Referral

Objectives

After completing this lesson, you will be able to:
  • Enable Employee Referrals.
  • Work with Employee Referrals.

Employee Referral Process

Employee Referral allows employees of a company to refer contacts to jobs at their company. Employee Referral also allows for tracking the source and referring employee for each new candidate.

Employees are able to view the status of all their referrals currently in the hiring process and can also share jobs by using social networks or by using email referrals.

Candidates can also be submitted to the system socially or manually and it is tracked back to the referrer.

Known limitations:

  • There is no way to delay the sending of email.
  • Any Referrer Email set for the "Invite to Apply" status is not sent.
  • Employee Referral does not work in a status, if it's been configured with a category of Onboard. Do not use the Onboard status in conjunction with Employee Referral.

Note

Settings need to be done in the back end of the system for the functionality to work.

Employee Referral Process - Enable Instance

To enable the functionality instance, proceed as follows:

  • Grant permissions to admin users to set up the Employee Referral Program:
    • If role-based permissions are used: Admin Center→Manage Security→Manage Permission Roles→Manage Recruiting→Employee Referral Program Setup.
    • If legacy permissions are used: Admin Center→Manage Recruiting→Recruiting Administration→Employee Referral Program Set Up.
  • Set referral ownership rules in the Admin Center: Admin Center→Recruiting→Setup Employee Referral Program.
    1. Select Ownership Options:
      1. Ownership by Requisition for Employee Referral Program
      2. Ownership by Duration for Employee Referral Program. This should not be configured for more than 1875 days (five years)

  • Employee shall maintain ownership over a referral for N days.

  • Select the Ownership start date. This is the initial submission date or the most recent submission date.
  • Add up to 300 characters that will populate at the top of the Referral Tracking page.

You can also configure the following options:

  • Employee Referral Program – Program Information:
    1. Add up to 300 characters that populates at the top of the Referral Tracking page.
    2. Change Language – You can change the language of the Employee Referral Program by choosing the desired language in the picklist.
  • General Options:
    1. Require Resume for Employee Referrals
    2. Disable "Other Jobs applied section" on the referral tracking page
    3. Disable Add general referral
  • Enable Employee Referral email for referrals: Admin Center→Recruiting→Recruiting Email Triggers Enable Employee Referral Program Candidate to the General pool notification.
  • Configure Referrer (employee) settings for the Applicant Status Trail. Referrer (employee) settings can be applied to all applicant statuses. Navigate to: Admin Center→Manage Recruiting→Edit Applicant Status Configuration. Find the applicant status set for Job requisitions. For all statuses, the customer can update the Employee Referral Program Settings.
Setting NameDescription
Visible to ReferrerWhere the status is visible to the referrer
Referrer (employee) LabelThe label the referrer (employee) sees when the referral is in the corresponding status
Referrer (employee) Next Step TextThe text the referrer (employee) sees when the referral is in the corresponding status
Referrer (employee) EmailSelect an email template that is automatically sent to the referrer (employee) when the referral is moved to the corresponding status

How to Work with Employee Referral?

Refer Candidate

Employees have the ability to refer a contact from their personal network to the general candidate pool or to a specific job requisition.

From the internal career site (careers tab) the employee can see visual indicators allowing employees to see which jobs are available via ERP.

From the Select Actions menu for the posting, the employee can select Refer Friend to Job.

A screenshot of the Select Action dropdown menu, which includes the Refer Friend to Job option

The referrer has to complete the information to refer a friend to a job.

A screenshot of the Refer Friend to Job form with input fields for personal details and an option to add a resume.

Once the candidate is referred, an email notification is sent to the candidate, and details can be accessed through career portal via job search.

A screenshot of the Employee Referral details under Job Search

Employee Referral – Recruiter View

The candidate is placed into the Forwarded status (until they apply and are put into the default status – in this case new applicant) with a visual indicator that the candidate was referred to this position.

From the Candidate Application view: The Recruiting user can see the Employee Referral Information portlet directly above the correspondence portlet.

A screenshot of the Employee Referral Information portlet and the Correspondence portlet

Referral Tracking

Referral Tracking for the referred is done via the referral tracking sub tab on the careers tab.

The only parts that can be updated here are the referrals text (referral settings in admin), the status and next step text labels, and whether or not the referrer can see the status information (edit application status config in admin).

A screenshot of data related to referral tracking under the Referral Tracking tab in Careers

Enable Employee Referral and Submit Candidate

Business Example

In this exercise, you will:

  • Enable Employee Referral in Admin Center
  • Submit the candidate through employee referral
  • Review the submitted candidate

Note

Before you are able to start to use the functionality, it has to be enabled in the back end of the system

Task 1: Add the Employee Referral Payout amount to the Job Requisition template

Steps

  1. Access Manage Template in Admin Center and select Job Requisition.

  2. Open the job requisition template that you will be using to create a new job requisition.

  3. Add a new field to the template. This field should be editable only by the recruiter and hiring manager in all permission statuses. Other roles should be able to see this field in all permission statuses.

    1. Select the Fields Defined section.
    2. Select Add field and choose Add standard Field.
      1. Field-ID: erpAmount
      2. Field Type: Currency
      3. Field Label: Referral Amount (this will appear on the job requisition)
      4. Field Description: Enter any description that you want to appear on the job requisition
      5. Required: True
    3. Move the field up so it is placed exactly between the fields you would like to appear on the job requisition.
    4. When you have finished, select Done.
    5. Open Field Permissions definition.
      1. Make sure that the recruiter and hiring manager have write permission to the erpAmount field in all permissions statuses.
      2. All other roles should have read permission only in all permissions statuses.

Task 2: Set referral ownership rules in Admin Center

Steps

  1. Navigate to Admin Center→Setup Employee Referral Program.

  2. Complete the information:

    1. Ownership Option: Select Ownership By Duration for Employee Referral Program. Employee shall maintain ownership over a referral for 365 days. Ownership start date should use Initial submission date.
    2. Employee Referral Program: Enter following text: Bring us your high quality referrals and we'll reward you!
    3. General Options – do not select any option.

Task 3: Enable Employee Referral email for referrals

Steps

  1. Navigate to: Admin Center→Recruiting Email Triggers→Enable Employee Referral Program Candidate to the General pool notification.

    1. Locate the notification that you want to enable.
    2. Enable the notification.

  2. You might want to enable other available email notifications for Employee Referral.

    Note

    If you would like to update the email body you can do that in Manage Recruiting Email Templates.

Task 4: Configure Referral settings for the Applicant Status Trail

Steps

  1. Navigate to: Admin Center→Edit Applicant Status Configuration.

  2. Select Status Set that you have associated with your job requisition template that you have edited in Task 1.

  3. Select Default Status.

  4. Enable Employee Referral Program Settings section.

    1. Check the Show this status to Referrer field.
    2. Enter New Applicant for Referrer Label.
    3. Enter Thank you for submitting the candidate for Referrer Next Step Text.
    4. Optional: Create a notification email in the Manage Recruiting Email templates section that can be sent to the referrer when the candidate is submitted. When it is created, enable this email in Edit Applicant Status Configuration for specific status.

  5. Save the changes.

Task 5: Refer Candidate

Steps

  1. Navigate to Careers.

  2. Search for jobs for which you would like to submit a candidate.

  3. Once you find the job, click Select Action and choose Refer Friend to Job.

  4. Complete the required information.

  5. Select Send.

Task 6: Review information in Referral Tracking section

Steps

  1. In Careers, select Referral Tracking tab.

  2. Review the available information.

Result

You have now successfully configured and tested Employee Referral.

Learning

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