A simple, effective way to fill roles faster, retain talent longer, and reward the people who make it happen.
The Employee Referral System is a platform that allows frontline employees to easily refer candidates for open positions and track their referral rewards automatically. It eliminates manual spreadsheet tracking and provides complete transparency from referral submission to payout.
All frontline employees can submit referrals through the system, while managers and administrators have access to campaign management and tracking features.
For Employees
Submitting Referrals
You can submit referrals through three easy methods:
- QR Code: Scan the provided QR code with your phone
- Text Keyword: Send a text message with the designated keyword
- Employee Hub: Access directly through the frontline employee engagement platform
The system works directly in your mobile browser - no app download is required.
To submit a referral:
- Enter the candidate's name and phone number
- Select the appropriate campaign
- Submit the referral
You only need the candidate's name and phone number. The system handles the rest automatically.
Notification System
You'll receive automatic updates throughout the process, keeping you informed of your referral's progress and any actions needed. You can sign up for notifications under your profile to customize your notification preferences.
For Managers and Administrators
Creating Referral Campaigns
To create a new campaign:
- Navigate to the admin dashboard
- Click "New Campaign"
- Set campaign parameters (name, location, positions, bonus amount)
- Configure payout rules and schedules
- Set campaign duration and activation dates
- Save and activate the campaign
Automatic Tracking System
The system tracks candidate phone numbers submitted through referrals. When those numbers appear in your payroll files, the system automatically begins tracking the hire and applies the payout rules you've configured.
If the system doesn't track a hired candidate: This usually occurs when:
- Phone numbers don't match exactly between referral and payroll
- The candidate wasn't hired within the campaign timeframe
- The position doesn't qualify for the specific campaign
Check the candidate's information and contact your administrator if issues persist.
Payment Management
To mark bonuses as paid: In the admin dashboard, navigate to the referrals section, find the eligible payment, and mark it as "Paid" once the bonus has been processed through payroll.
Campaign Management
You can run multiple campaigns simultaneously. For example, you might have a company-wide campaign and specific campaigns for hard-to-fill locations or positions.
Editing campaigns: You can modify campaign parameters after launch, but changes may only apply to new referrals submitted after the edit. Existing referrals will follow the original campaign rules.
Referral processing time: Referral submissions appear immediately in the admin dashboard. Automatic matching with payroll files typically occurs during your next payroll processing cycle.
Frequently Asked Questions
Q: Do I need to download an app to use the system?
A: No app download is required. The system works directly in your mobile browser and can be accessed through QR codes, text keywords, or the employee engagement hub.
Q: Can I refer multiple people?
A: Yes, you can submit multiple referrals. Each successful hire that meets the campaign criteria will earn you the specified bonus.
Q: What if I refer someone who's already in the system?
A: The system tracks all referrals by phone number, so duplicate submissions are automatically managed. You'll be credited for legitimate referrals that result in new hires.
Q: Can I refer someone for any position?
A: Referrals must be for positions included in active campaigns. Check with your manager or the system interface to see which positions are currently eligible for referral bonuses.
Q: Can I run multiple campaigns at the same time?
A: Yes, you can run multiple campaigns simultaneously. For example, you might have a company-wide campaign and specific campaigns for hard-to-fill locations or positions.
Q: What happens if two employees refer the same person?
A: The first employee to submit the referral gets credit. We display a validation message next to the second referral so that the user can then remove that individual as they see fit via the removal button.
Q: Can I refer someone who was previously referred but never hired?
A: Yes, if the previous referral was removed from the system and they never got matched, then you can refer them again.
Q: Can I refer the same person in different campaigns?
A: No, once a person is referred in one campaign, they cannot be referred in any other campaign. You'll see a validation message if you try.
Q: Can I refer the same person twice?
A: No, you cannot refer the same person multiple times. The system will show a "duplicate referral" validation message.
Q: What if I try to refer someone who's already been hired?
A: The system will block this and show a message that the "referral was submitted after contact was already hired."
Q: Can administrators override referral rules?
A: Yes, administrators and payroll staff have special privileges to manually create matches even when someone is already matched to another employee.
Q: What if someone uses a different phone number when being referred?
A: You can manually match them to the individual in the admin system if you identify they are the same person.
Q: How does the system handle name variations (nicknames, maiden names, etc.)?
A: The system will show both names in the admin view so administrators can identify potential matches and make decisions accordingly.
Q: What happens if a campaign ends or gets trashed after someone was matched in it?
A: Once someone has been matched in a campaign, they are permanently added to the referral ledger and cannot be referred again, even if that campaign is later ended or removed.
Q: Can someone who was previously hired through referrals be referred again if they're rehired?
A: No, anyone who was previously hired through the referral system is permanently ineligible for future referral bonuses, even if they leave the company and are later rehired.
Q: How do I know if my referral was successful?
A: Check your referral dashboard for status updates. Here's what the different statuses mean:
- "Unmatched" - We haven't seen them in the contact file yet based on their phone number. You can either wait for automatic matching (happens every morning) or click the manual match button if you know they used a different phone number when hired.
- "Auto" - The system automatically matched them when they appeared in the contact file.
- "Manual" - You or an admin manually matched them to complete the referral.
The dashboard also has a column that shows any issues we identify during matching, such as duplicate referrals or already hired messages.
Test Cases and Expected Results
|
Test Case |
Scenario |
Expected Result |
|
001 |
Employee A and Employee B both submit referrals for the same contact |
Employee A gets credit |
|
002 |
Employee A refers Contact X, Contact X never gets matched/hired, admin removes Contact X from system, then Employee B refers the same Contact X |
Employee B gets credit |
|
003 |
Contact is referred in Campaign A, then same contact is attempted to be referred in Campaign B |
Employee from Campaign A gets credit |
|
004 |
Contact gets matched (hired) through referral, then contact is removed from system, then Employee A attempts to refer same contact again |
Original referring employee keeps credit, Employee A referral is blocked |
|
005 |
Contact is already matched to Employee A, then admin manually creates match between same contact and Employee B |
Both Employee A and Employee B get credit |
|
006 |
Employee A refers Contact Y, then same Employee A attempts to refer Contact Y again |
Employee A gets credit for first referral only |
|
007 |
Employee A attempts to refer Contact Z who is already hired in the system |
Employee A referral is blocked |
|
008 |
Campaign containing matched referrals is trashed/ended, then Employee A attempts to refer Contact from that campaign |
Employee A referral is blocked (contact permanently ineligible) |