Enabling the Employee Referral Process

To enable the program in Provisioning navigate to: Company Settings → Enable Employee Referral Program.

Note that the feature is enabled for the entire instance, so it is not possible to set which job requisition should be eligible for referral and which are not. The workaround for this scenario can be:

1. Configure one JRDM template with referral bonus field with the Field ID=erpAmount versus without this field on the other JRDM template.
2. Enter or default 0 in the referral bonus field on one of the JRDM template.
3. Restrict the ability refer to only certain set of your employees in Enable Employee Referral in Admin Center by using RBP.

To enable Employee Referral role-based permissions for admins, proceed as follows:

1. Navigate to Admin → Manage Permission Role → Permissions → Administrator Permission.
2. Make sure that the relevant roles have the following permissions:
   • Employee Referral Program Setup
   • Manage Recruiting Email Templates
   • Set up Email Templates
   • Enable Email Triggers
   • Edit Applicant Status Configuration

To allow employees to use the Employee Referral program, you must provide the employee role with one of the following for employee referral permissions for adding candidate (pool and job specific) – allow the user to permission only certain employees access to the general pool and/or job specific referrals. If selected, only the employees with the RBP permission will have access to the refer a friend action.

Both the status triggered emails and the referrer facing status labels and next step text are setup in Admin → Edit Applicant Status Configuration Set by selecting status set then selecting the status within to update and configuring the ERP related options including the label, next step text, and selecting the email template you would like to send to the referrer at this step and then saving.

It is recommended to enable this program in the following statuses:

• Forwarded
• Default
• At least in first In Progress status
• All disquality statuses

Remember that any email template that should be assigned here has to be configured in Manage Recruiting Email Templates first.

Important: The percent complete calculations seen on the employee’s referral tracking screen are based on the In Progress statuses set to ‘show this status to the referrer’ so a customer may want to only set first required In Progress status to viewable as this will continue to display until the next visible status is reached. As long as you don’t show the onboard status that visible to referrer the first hire status will show as 100% complete.

Employee Referral functionality parameters can be configured by accessing Admin Center → Set Up Employee Referral Program.

Employee Referral Program ownership options include the following:

• Ownership by Requisition for Employee Referral Program
• Ownership by Duration for Employee Referral Program

Program Information

A summary description of a referral program which will appear at the top of the Referral Tracking page should be written here. The description is limited to 300 characters. Hyperlinks to the full description on company corporate intranet page/portal can be included. Any URL added automatically opens a new window.

Text can be translated into other languages.

For the Employee Referral program to be fully functional, these two notifications have to be set up and assigned to their corresponding triggering events:

• Employee Referral Program Candidate referred to a job requisition (existing candidate)
• Employee Referral Program Candidate referred to a job requisition (new candidate)

These email notifications are sent to the candidates when they are referred to a job requisition. There are separate triggers available for new (logged to the system for the first time) and existing (already has account created) candidates.

We also recommend enabling the following notification:

• Employee Referral Program Candidate added to General pool notification

This email notification is sent to the candidate in case that candidate is added to general pool.

When enabling Employee Referral email triggers notifications, the following special email tokens can be used:

• [[RECRUITING_CANDIDATE_FULLNAME]] - use this to populate candidate full name. This token is relevant only for ERP triggers.
• [RECRUITING_JOB_EXTERNAL_TITLE]] − pulls in the job requisition external title and must be used instead of the regular requisition title token as the email is triggered by the action of an employee but is going to an external candidate.
• [RECRUITING_ERP_REFERREE_NAME]] − employee’s Full Name. This token is relevant only for ERP triggers.
• [[RECRUITING_ERP_JOBREFERRAL_URL]] − this token resolves as a URL for the referred candidate to access the job they are referred to. If this is a new candidate, the user will go to password reset first.
• [[RECRUITING_ERP_GENERAL_POOL_URL]] - this token should be used if a customer allows referral to general candidate pool. If this is a new candidate, the user will go to password reset first.
• [[SIGNATURE]] − The text only signature configured in Admin Tools → E-mail Notification Template Settings → Email Signature.

Important: Do not forget that to enable email triggers, you need to configure the email template in Manage Recruiting Email Templates.

If you need more information on how to configure email triggers, please review the relevant content.