What you'll need

• A referral request email template, or you will create one during setup
• Your completed or ended placement status value; the exact label varies by account (common values include Completed, Ended, or Closed)
• Optional: a candidate registration or referral landing page URL to include in the email

Build it

1. 1

   Create a placement-based date automation

   In the Automations tab, click + Add Automation and select Blank Automation. Choose Placement as the entity type and select Center on date field. Give the automation a name and save.

2. 2

   Set the anchor date and trigger timing

   Set the anchor date to End Date. Set the trigger to fire 0 days after the end date, or 3 to 5 days after if you want the candidate to have transitioned out of the role before the email arrives.

3. 3

   Build an Always Updated list

   Set the list to Always Updated. Add condition: Placement Status is your completed or ended status value. Also add condition: Date Added is after the date you plan to activate this automation, to prevent emails going to candidates from historical placements.

4. 4

   Add a Send Email step

   Select your referral request template. Keep the message warm, brief, and personal. If you have a candidate registration or referral landing page, include the link here. Send from the recruiter's name, not a generic agency address. Referred candidates are more likely to act on a personal request.

5. 5

   Save and activate

   Confirm the trigger timing looks right with a test placement before going live. Check that the email sends from the correct sender address and that merge tags resolve correctly.

How to measure it

These metrics help you track whether your referral program is generating tangible pipeline value:

• Email open rate: the percentage of placed candidates who open the referral request. A low open rate suggests a subject line or timing issue.
• Click rate: the percentage who click the referral or registration link. This is your primary indicator that the call to action is working.
• New candidate registrations from referral source: track how many new candidates are added with a Source value attributed to referrals in the 30 days following activation.
• Placements from referred candidates within 90 days: the downstream measure of whether your referral pipeline is generating real business value.

Sample referral email

Adjust the tone to match how your recruiters naturally communicate. The message should feel like it comes from a person, not a system.