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Home > Guides > User Guide > xAdding Applicants > xEmployee Referral

xEmployee Referral

Page Location: Applicants > Employee Referral

Employee Referrals holds and tracks all referrals as entered by Employees as these referrals are not applicants in the system yet and will not be found by doing an Applicant find.

Access to this page is based on Group Security assigned to the user.

Summary View

Employee Referrals holds and tracks all referrals as entered by Employees as these referrals are not applicants in the system yet and will not be found by doing an Applicant find.

Field  Purpose 
No Response Select this view all the potential applicants who have not responded to the employee's email to apply.
No Interest Select this view all the potential applicants who selected 'Not Interested' on the employee's email to apply.
  Click the pencil icon to edit or review the details of the record selected.
  Date Displays the date the referral was entered by the employee.
  Referred By Displays the name of the employee who made the referral.
  Referral Name Displays the name of the referral.
  Status Displays 'No Response' or 'No Interest' depending on which view is selected.
    The icons represent the text version of the resume.  Click the  icon to review the text version of the resume.  Click the  icon to open the file/formatted version of the resume.  If no icon is present, then a resume was not included with the referral submission.
  Note  Displays the note entered by the employee when the submission was entered.
  Click the X icon to remove this referral from the system completely. 
Associate Applicant with Employee Click this link to connect an applicant with an employee record. This can also be done from the Applicant's Application page.

Associate Applicant with Employee

Click on the link to connect an applicant (the person will NOT be on the list on this page) with an employee (an applicant who has the overall status of Hired).


Using the page which appears

  1. Click the Find link next to the Applicant... field to locate the applicant who is in the system already.  The Find Applicant screen will appear and the user will be able to use the standard filter options (status, name, email, etc.) to locate the applicant record in the system.  In the results screen, click on the name of the applicant to select it.
  2. Click the Find link next to the Employee... field to locate the employee's applicant profile.  The Find Applicant screen will appear and the user will be able to use the standard filter options (status, name, email, etc.) to locate the record in the system.  In the results screen, click on the name of the employee to select it.
  3. Click the Save Changes button.

Nothing will have changed on the Employee Referral Summary page.  The information is updated to the Applicant's Application page and a record is created on the Employee Referred page of the Applicant's profile.

Editing a Referral Profile

Click the icon to review and/or edit the referral information.  Not all fields may be required for the employee to complete during the submission process. So, not all the information for a referral may be captured / displayed.  Press the Save Changes button to update the page or the Cancel button to return to the summary view.

Field Notes 
Referral Information
  Referral First Name
  Referral Last Name  
  Home Phone  
  Work Phone  
  Work Ext.  
  Email  
  Requisition If the employee selected a specific position for the referral, it will display in this space - CANNOT EDIT
  Note Content of the note the employee completed when submitting the referral.  The section the employee sees can be a specific questions, so this could me more than a simple note.
  Referral Date Date the referral was entered - CANNOT EDIT 
  Referral Time Time the referral was entered - CANNOT EDIT
  Relationship Type of relationship the employee has with the referee.  This is selected by the employee from a pre-set list.
  Status Will be set to 'No Response' until it is manually changed, the referee is transferred to the applicant database, or the referee indicates he/she is not interested.
Employee Information
  Employee Name Name of the employee who made the submission. This is automatically connected based on the self-service profile used for the submission. - CANNOT EDIT
  Email Email address from the employee's demographics page - CANNOT EDIT
  Work Phone Work phone number from the employee's demographics page - CANNOT EDIT

Creating an Applicant Profile from a Referral

If a referee profile needs to be manually moved to the applicant database, click on Transfer to Applicant Database button. This action will remove the data from the Employee Referral page and create an applicant profile using the information so the individual can be found using the standard Find Applicant too.

Review all the tabs before pressing the Save Changes button to finish the transfer process.

Field  Notes
  Applicant Info Enter the information specific to this new applicant which was NOT already captured or correct when the referral was submitted.  Most of this information will be found on the demographics page of the applicant's profile in the future. 
    Application Date This field will default to the current date but can be changed.  It should reflect when this individual became an applicant (this will most likely not be the referral date).
    Overall Status   Select the status to assign to this applicant. 
    First Name  
    Middle Name  
    Last Name  
    Nick Name  
    Previous Name  
    Street 1  
    Street 2  
    City  
    State/Province  
    Zip/Postal Code  
    Country  
    Home Phone  
    Work Phone  
    Work Ext.  
    Cell Phone  
    Fax  
    Email  
    Primary Phone  
Attach to Reqs The different requisitions which have been connected to this referral by the employee will be displayed on the tab.  By default, a referral will be moved over WITHOUT the connection to the specific requisitions.  If the applicant should be connected to the various requisitions, check the box next to the requisition(s) before saving the record.
Route Use this tab to trigger routing emails to the managers of the requisitions for additional review of the applicant.  If the applicant is not being connected to any requisitions, no action is needed on this tab.
  Route Resumes? Change this option to Yes in order to trigger the action during the transfer process.
  Add to Inbox Check-mark this option to add this applicant's record to the Inbox view for the intended evaluators.
  Email Change this option to Yes in order to trigger the email as well as the action
  Allow response form email Check this option to display the status options in the email.
  Email response back to sender Check this option to send an email back to the sender when the manager responds.
  Email Text Type in a message to include a note with the routing emails.




See also

Set Up the Employee Referral Module
Find Applicants Who Came From Employee Referrals Using a Database Search