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Home > Guides > Administrator Guide > Website Configuration > Careers Portal > Self Service > Employee Referral (Employee View)

Employee Referral (Employee View)

Need Help on this Topic? Email Support


Page Location: Admin > Website > Career Portal
Tab: Self Service


The Employee Referral page is used to set up the screens and workflow which employees will use when referring potential applicants.  This page is not an option for applicants.  

Field  Purpose / Notes 
General 
  Enabled Set this field to Yes to activate the page in the Self Service module. 

The employee will have a page where they can submit referrals (based on the next two settings) and to see who has been submitted.
  Allow referrals to specific positions Set this field to Yes to allow employees to select a specific job when doing the referral.

On the Job Browsing page in the Self Service module, another link will display to employees allowing him/her to select the requisition and submit the referral.
  Allow referrals WITHOUT requiring a position Set this field to Yes to allow employees to submit a referral without selecting a requisition.

On the Employee Referral page in the Self Service module, the page will allow employee submit the referral and will not force the selection of a currently open position.
  Default 'Paid' value When processing a new hire, the 'Paid' field for the bonus will default to the item selected (Pending, Yes or No).
  ...text to appear at the top of the Employee Referral Page Enter the text which should appear on the Employee Referral page in the employee's view of the Self Service module. 

Instructions should include how to submit a referral and what to expect after the submission is complete.
Duplicate Enter a message which will appear when an employee attempts to enter in a referral which would cause a duplicated applicant of another record already in the system.

Instructions should include what the employee should do (contact HR, cannot submit at all, etc.) 
Note Instructions Enter a message which will appear above a text box allowing the employee to give additional information about the referral.

This could be a question ("Why do you think this person would be a good fit for our organization") or could be a request for additional information ("What is the best way to reach the person you are referring?") or could provide space to the employee to type a message to the referral ("Enter a message which will be included in an email to the person you are referring").

This note is moved over to the Applicant's record if/when an applicant file is created from the referral record.
Fields highlight the fields in the LEFT column which should be displayed on the page to gather information.
Highlight the fields in the RIGHT column which should be required in order to finish the submission process.
  First Name  
  Last Name  
  Home Phone  
  Work Phone  
  Extension  
  Email This field should be required if an email is being triggered to the referral on the Actions tab.
  Relationship This field will be a drop-down list of choices which are defined in Admin > Codes > Employee Referral Relationships.
  Note If the Notes Instruction tab is blank - this field is not needed.
  Text Resume  
  Formatted Resume  
Actions Specify which emails should be triggered with the submission.  
Press the  icon to review/edit the content of the email. 
Set any or all of the options to Yes and press the  icon to save the change. 
   .. person being referred Sends an email to the person being referred.  The email will generally contain the job description as well as the option to apply for the position or to express lack of interest. 
   .. recruiter of the position Sends an email to the recruiter connected to the requisition for which the referral is submitted. 

This email isn't relevant unless the option to allow for submissions to specific requisitions is set to Yes on the General tab. 
   .. hiring manager of the position Sends an email to the manager connected to the requisition for which the referral is submitted. 

This email isn't relevant unless the option to allow for submissions to specific requisitions is set to Yes on the General tab. 
   .. someone else Sends an email to a specific person when the referral is submitted.  Press the  icon to select the user(s).

Email Merge Fields

Field Note  Referee Recruiter, Manager, Someone Else
Company Name Pulls the name shown on the 'System Setup' page  X  X
Employee's First Name    X  X
Employee's Last Name    X  X
Employee's Email    X  X
Employee's Work Phone    X  X
Employee's Work Extension    X  X
Referral's First Name    X  X
Referral's Last Name    X  X
Referral's Email    X  X
Referral's Work Phone    X  X
Referral's Relationship    X  X
Referral's Note    X  X
Referral's Text Resume    X  X
Position Referred For Requisition Code of the position.  X  X
Position Title    X  X
Position Job Description Text from the 1st tab of the Job Description page.  
Only use this field if there is valid information in the text box. 
 X  
Position Requirements Text from the 2nd tab of the Job Description page.  
Only use this field if there is valid information in the text box. 
 X  
Position Public Job Description Text from the 3rd tab of the Job Description page.  
Only use this field if there is valid information in the text box. 
 X  
Position Other Description Text from the 4th tab of the Job Description page.  
Only use this field if there is valid information in the text box. 
 X  
Link to Online Application Creates a link in the email which will redirect the referral back to the online application so he/she can complete the process.  This link is unique to the referral and will contain any information which was submitted by the employee and will ensure the employee and the new applicant are connected in the system.   X  
Link to show 'No Interest' Create a link in the email where the referral can click and express that he/she is not interested in the position.  X  


See also