Employee Referral (Employee View)

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

Employee Referral (Employee View)

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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