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  2. Evolve Recruitment Marketing
  3. Administration & Configuration

Referrals Log

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Jessica Dearing

Introduction

In Evolve Recruitment Marketing (RM), the Referrals Log provides a centralized list of all referral records and their key details. You can search for specific referrals and manually override certain key data fields, including eligibility status, incentive information, referring employee, candidate details, and referral status. These actions help ensure the accuracy of referral reporting and analytics, particularly when handling eligibility challenges, arbitration, or manual review.

Audience

Company Administrators 

Referrals Log List

Navigate to your user menu, then click Applications.

User Menu.png

Select Referrals, then click Referrals Log.

Referrals_Referrals Log.png

The Referrals Log list will be displayed.

Referrals Log List.png

The Referrals Log list displays all referral records (default display is 50 at a time) with the following information:

  • Name - The name of the candidate that was referred.
  • Status - The current mapped status of the referral. The default/first status is Referred. When the candidate moves through the job in the ATS, and the disposition is mapped to one of the values, this status can change.
  • E-mail - The email of the referred candidate.
  • Employee ID - The external ID of the user who referred the candidate.
  • Employee Name - The name of the user who referred the candidate.
  • Employee E-mail - The email address of the user who referred the candidate.
  • Type - This is the type of referral record. The options are:
    • Direct Referral - Job - The referral came from a specific referral of a candidate for a job.
    • Social Referral - Job - The referral came from a social referral to a job. The candidate applied for the job.
    • Direct Referral - General - The referral came from a specific referral of a candidate to the company (i.e., join talent network).
    • Social Referral - General - The referral came from a social referral to the company (i.e., join talent network).
  • Eligible - This is a flag that indicates if the referral (candidate to job) is eligible for a reward at the current time. To find the ineligible reason, go to the Events Log.
  • Incentive - This is the incentive related to the job to which the candidate was referred. This reward can include Referral Amount and Currency, Referral Description, or both. So long as the referral is still eligible, this amount will be shown to the employee.
  • Job Title - The title of the job to which the candidate was referred.
  • Job ID - The external identifier of the job to which the candidate was referred.
  • Created At - The date on which the candidate was referred to the job. If this is a social referral, it is the date to which the candidate applied for the job from a social referral link.
  • Updated At - The date of the last update of the referral record. For example, a status change in your ATS.
  • Search - You can search by matching name or email address.
  • Sort By – You can select how you would like the referrals log to be sorted. The sorting options are Date Update (default), Date Create, or Last Name. You can also sort each option in ascending or descending.

Referrals Log List.png

Table View

Click the Table View button to switch to a column-based view of referrals.

Referrals_Table View.png

The table view displays the following fields:

  • Full Name - The name of the candidate that was referred.
  • Status - The current mapped status of the referral. The default/first status is Referred. When the candidate moves through the job in the ATS, and the disposition is mapped to one of the values, this status can change.
  • E-mail - The email of the referred candidate.
  • Employee Name - The name of the user who referred the candidate.
  • Created At - The date on which the candidate was referred to the job. If this is a social referral, it is the date to which the candidate applied for the job from a social referral link.
  • Updated At - The date of the last update of the referral record. For example, a status change in your ATS.

Referrals Log-Table View.png

Click the Card View button to return to the default view.

referrals log_card view.png

Filters

You can filter the Referrals Log results by clicking Filters.

Referrals log_filters.png

The following filters are available:

  • Date - Choose a date range for the referral date (created at). The default is All Time.
  • Employee - Choose a specific referring employee. The default is All Employees.
  • Job - Choose a specific referral job. The default is no filter by jobs.
  • Type - Filter by type of referral. The default is All Types.
  • Eligibility - Filter by eligible or ineligible. The default is All.
  • Status - Filter by a specific status. The default is All.

referrals log_filter options.png

Click Apply Filters to update the Referrals Log results.

Referrals log_apply filters.png

Click Clear All to return to default (no filters applied).

Referrals Log_Clear All filters.png

Create Historical Referral

To create a historical referral, click Create Historical Referral. This allows you to add missed referral records, such as email-based referrals that were not registered or referrals that were missing because the candidate applied with a different email address.

Referral log_Create Historical Referral.png

You must enter the following information for the historical referral:

  • First Name (Required) - The first name of the candidate that was referred.
  • Last Name (Required) - The last name of the candidate that was referred.
  • E-mail (Required) - The email of the referred candidate.
  • Referral Date and Time (Required) - The date and time on which the candidate was referred. You can select the exact date and time.
  • Status (Required) - The current mapped status of the referral. The default/first status is Referred. When the candidate moves through the job in the ATS and the disposition is mapped to one of the values, this status can change.
  • Eligibility (Required) - This flag indicates whether the referral (candidate to job) is eligible for a reward at the current time. The default is Eligible.
  • Career Site (Required) - The internal career site related to this referral. Most companies only have one internal site (it is the default).
  • Job (Optional) - The job to which the candidate was referred.
  • Employee (Required) - The user who referred the candidate.
  • Comment (Optional) - Enter a reason for making this historic referral.

Referrals Log_create historical referral page.png

Click Save to create the historical referral record or click Cancel to discard.

Referral Record Actions

On the Referrals Log page, click the referral record menu icon.

Referrals Log_Menu icon.png

You can override the following items: 

  • Change Status
  • Change Employee
  • Change Incentive Amount
  • Mark Ineligible/Eligible
  • Change Referral Info
  • Events Log

Referrals Long_menu options.png

Change Status (Override Eligibility)

Select Change Status to update the referral record status.

referrals log_change status menu option.png

The Referral Override — Change Status pop-up will be displayed. You can choose a new Status (e.g., referred, applied, in process, offer, hired, or not successful) and enter an optional Comment (e.g., the reason for changing the status). If the new status is 'Hired', a date picker will also be displayed to select the Hire Start Date.

Referral Override_Change Status.png

Click OK to save your changes.

Once changes are saved, these updates will be recorded in the referral record log. NOTE: No employee notification emails will be sent for this change of status. Changes will be reflected in the Employee Portal, as well as CRM and Analytics.

If you select Cancel, no changes will be recorded.

Change Employee (Override Eligibility)

Choose Change Employee to update the employee associated with the referral.

referral menu_change employee.png

The Referral Override – Change Employee pop-up will be displayed. You can choose a new Employee from the drop-down and enter an optional Comment (i.e., the reason for changing the employee).

Referral Override_Change Employee.png

Click OK to save your changes.

Once changes are saved, these updates will be recorded in the referral record log. NOTE: No employee notification emails are sent out for this change of employee. Changes will be reflected in the Employee Portal, as well as CRM and Analytics. This change will remove the visibility of the referral in the Employee Portal for the original employee and display it to the new employee.

If you select Cancel, no changes will be recorded.

Change Incentive Amount (Override Eligibility)

Select Change Incentive Amount to update the incentive details associated with the referral.

referral menu_change incentive ammount.png

The Referral Override – Change Incentive pop-up will be displayed. You can choose a new incentive Amount, Currency, and Description, and enter an optional Comment (i.e., the reason for changing the incentive).

Referral Override_Change Incentive.png

Click OK to save your changes.

The incentive amount (and currency and description) will be changed. Changes will be reflected in the Employee Portal, as well as CRM and Analytics.

If you select Cancel, no changes will be recorded.

Override Eligibility (Make Eligible, Make Ineligible)

Choose Mark Ineligible (if the referral is currently eligible) or Mark Eligible (if the referral is currently ineligible).

referral menu_mark ineligible.png

The Referral Override – Mark Eligible or Mark Ineligible pop-up is displayed. You enter an optional Comment (i.e., the reason that they are changing the eligibility).

Referral Override_Mark Eligible_Mark Ineligible.png

Click OK to save your changes.

The referral record eligibility will be changed. If marked as Ineligible, an ineligible reason Admin Override is always recorded. NOTE: No employee notification emails will be sent for this change in eligibility. Changes will be reflected in the Employee Portal, as well as CRM and Analytics.

If you select Cancel, no changes will be recorded.

Override Eligibility (Change Referral Info)

Choose Change Referral Info to update the candidate’s name and email associated with the referral.

referral menu_change referral info.png

The Referral Override – Change Referral Info pop-up is displayed. You can change the candidate's First Name, Last Name, and/or Email address and enter an optional Comment (i.e., the reason for changing the referral information).

Referral Override_Change Referral Info.png

Click OK to save your changes.

The referral information (first name, last name, and/or email address) will be updated. Changes will be reflected in the Employee Portal, as well as CRM and Analytics.

If you select Cancel, no changes will be recorded.

Events Log

Choose Events Log to show what activities have occurred related to that referral record.

referral menu_events log.png

The events are in reverse chronological order. For each event, this will show:

  • How Long Ago
  • Event Type

For the override event types show:

  • The user who did the override (including user ID and user email)
  • Comment
  • New Incentive Amounts/Currency/Description (if Override Incentive)
  • New Employee (if override employee)
  • New Status (if override Status) and Hire Start Date (if Override status to hired)
  • Eligibility (yes/no) (if Override Eligibility)

Referral_events log.png

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