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How do I setup and manage employee referrals?
How do I setup and manage employee referrals?

Enable and manage employee referrals effortlessly with Pinpoint's referral feature.

Harry Langdon avatar
Written by Harry Langdon
Updated over a week ago

The referral feature enables your workforce to refer candidates to your organization, handling the tracking and reporting so you don't have to. 

Your workforce doesn't need to be set up as users of Pinpoint in order to refer people, instead, there's a separate referrals portal which you'll set them up on, enabling them to grab their referral links and keep track of the progress of people they've referred.

You also have the option to set which jobs are available for referral, giving you complete control over the process.

The following guide explains:

The Employee Referral feature is currently available on select plans. If you're interested in gaining access, please reach out to your dedicated Customer Success Manager.

Setting up the Referral system

Please note: To enable this system, you will need to have the Company Manager role assigned to you.

To allow employees to refer potential candidates to your jobs, you first need to enable the Referrals system. In Pinpoint, navigate to the Employee Dashboard page, found under the Settings heading in the left hand navigation bar.

Click on the Settings tab and switch the Referrals toggle to Enabled.

There are three different ways that users can gain access to the Referral portal:

Self Sign Up

Rather than adding employees to enable them to make referrals you can also enable Self Sign up which means employees can follow one simple link, sign up and get their unique referral link. The form will look something like this:

You can find the Self Sign Up link for your company by going to Employee Dashboard (under Settings in the green navigation bar to the left) > Settings - if Referrals have been enabled, then the self sign up link will show here.

Add a User as a referral user specifically

In the Employee Dashboard settings menu, Click on this to add either an existing Pinpoint user or a non-Pinpoint user.

Via an Access Group

If you use access groups, you can set the access group so that anyone who's a member of that group is automatically added as a referral user.

Setting up jobs as accepting Referrals

To enable a job as accepting Referrals, you'll need to toggle the Referrals toggle to Enabled in the New Job or Edit Job pages on each individual job you want this to be possible for. You'll then be required to fill in some details around the referral bonus and the details around your referral policies for the job.

Reviewing and approving Referral candidates

If the referrals system is enabled, a new Referrals menu option will appear in the Jobs section of your Pinpoint left hand navigation bar.

In this section, you will see all referral applications and the current status of the referral, be it pending review, accepted' or rejected'. The purpose of this is to see who the referrer is so that you can reward them with the agreed amount. 

Here you will see:

  • The candidate who has been referred and by whom. 

  • All jobs that referrals have been enabled for. 

  • An option where you click to Approve or Reject an application. The purpose of this is to clearly see the amount you owe the referrer. It also highlights the terms agreed, which are displayed when clicking 'Approve Referral' as shown below.

  • An option to input 'Amount Paid'. The purpose of this is to keep a tab on how much you've paid candidates, if say, you pay them in chunks.


When do I Approve or Reject an applicant? 

This can be done in two ways:

  1. If your company has a policy that the referee needs to complete probation for the referrer to receive the reward, then Accept or Reject the applicant once their probation is completed.

  2. If your policy is to reward the referrer once the referee joins the company, then Accept or Reject the applicant on their first day. 

We recommend you keep track of this by setting a task reminder on the day the reward should be released: e.g. 'Reminder - if Jane Smith works for us today, then pay the referrer Tom Luce the £50 referral fee' 

Please note - Pinpoint will not pay rewards, this is your responsibility.

What does the Employee dashboard look like?

When a users select the Employee Dashboard this is what they see. This allows them to see which roles are available to refer, the status of candidates they referred and list of open internal roles if that is enabled.

Note: Self-Sign up invites will still allow users to sign up, even if referrals system is currently disabled.

Do you have a guide on using the Employee Dashboard and Referral system from an employee perspective?

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