Package: Recruiting(JS2)

Referral Program Configuration

Overview

This feature provides your organization with the ability to allow employees to submit referrals into the system, track if/ when the referred Jobseeker has applied, and see if they were hired for the position. This feature can be configured to function in many different ways, but the end result is that a Referral record will be created in the system.

Setup/Configuration

Job Board Setup

  • Add Visualforce page

  • Set up Object-level security

  • Board setup record settings

Visualforce Page

This setup ensures that the Referral Page can be accessed by the Sites Guest User (Job Board User) during the online application process. If the user cannot access the page, the Job Board will throw a Permission Failure/Login Required.

Follow the instructions below when activating the Referral Program.

  1. Navigate to Setup > Develop > Sites.

  2. Go to the desired Site Label link.

  3. Select the Edit button in Site Visualforce Pages.

  4. Pick ts2.JobReferrals from the Available Visualforce Pages box and click the Add button to add it to the Enabled Visualforce Pages box.

  5. Save your changes.

Object-level and Field-level Security

This setup ensures that the Sites Guest User (Job Board User) has the appropriate access to the object and fields within the object.

  1. Navigate to Setup > Develop > Sites.

  2. Go to the desired Site Label link.

  3. Select Public Access Settings.

  4. Scroll to Field-Level Security and press View next to the Referral object.

  5. Ensure that all fields are Visible and not Read Only.
    If you need to make changes, click the Edit button, make your changes, and then click the Save button.

  6. Proceed Back to Profile.

  7. Scroll to Custom Object Permissions and select Edit.

  8. Choose the following for the Referrals object:

    • Read

    • ​Create

    • Edit

  9. Save your changes.

Repeat these steps for all Job Boards.

Board Setup Record Settings

This setup allows your company to customize how the Referral Program functions. Regardless of the setup, a Referral record will be created and finally be associated with a Candidate Contact record and a Job Order record.

  1. Navigate to Board Setup.

  2. Go to the desired Internal Job Board Setup Name link.

  3. Select Edit.

  4. In Employee Referral Program, choose the desired settings (see below).

  5. Save your changes.

The Referral Program settings are:

  • Apply Referral Immediately - If this option is selected, an Application is created when the referral is submitted. If not selected (default), an Application is only created when the Prospect/Candidate applies to the Job Order.

  • Resume Submission Allowed - If this option is selected, the referrer is required to submit a resume during the referral submission process. If not selected (default), the referrer is not allowed to upload a resume during the referral submission process.

  • Enable Submission Feedback - If this option is selected, the referrer is allowed to submit feedback about the Prospect/Candidate during the referral submission process. If not selected (default), the referrer is not allowed to submit feedback during the referral submission process.

  • Require Submission Feedback - If this option is selected, the referrer is required to enter feedback about the referred Prospect/Candidate during the referral submission process. If not selected (default), the referrer is not required to enter feedback during the referral submission process. This field is dependent on the Enable Submission Feedback option being selected. If Enable Submission Feedback is not selected, then this setting is ignored.

  • Enable Employee Status Check - If this option is selected, the employee can review the status of the Application from within the authenticated Internal Job Board.

  • Enable Lead Tracking - If this option is selected, the referrer must select either Lead Type or Referral Type during the referral submission process. By selecting Type=Lead, the submission feedback becomes optional, regardless of Require Submission Feedback being selected. If not selected (default), the employee contact is taken directly to the Referral Submission page of the process.

  • Internal Application Process - Indicates which application process the Internal Job Board follows:

    • Standard - When the Jobseeker/Employee applies to the Internal Job Board, the system will perform as it does on the External Job Board. The system performs a check to see if the Candidate Contact already exists in the system. If a match is found (based on email address, Recruiting Account ID, Candidate record type), the system will assign the Application to the contact. If a match is not found, the system will create a Candidate Contact and assign the Application to the newly create contact.

    • Employee - When the Jobseeker/Employee applies to the Internal Job Board, the system will check to see if the Employee Contact exists in the system by verifying that a contact exists in the system assigned to the Employee Account setting.

  • Referral Expiration Days - Calculates and inserts an expiration date to the referral record indicating that if the prospect applies to the Job Order after the referral has expired, the referrer is not eligible for the payout.

  • Max Number Open Referrals - The number of open referrals an employee contact can have at any given time. A value of NULL or 0 indicates that there is no limit to the number of open applications the employee contact can have. A referral is considered open if the prospect has not applied to the referred position or if today's date is less than the Expired date.

  • Max Number Referrals Per Contact - The number of open referrals a Prospect/Candidate Contact can have at any given time. A value of NULL or 0 indicates that there is no limit to the number of open applications the Prospect/Candidate can have. A referral is considered open if the prospect has not applied to the referred position or if today's date is less than the Expired date.

  • Source Tracking for Internal Referrals - The default source assigned to the Prospect/Candidate Contact (Candidate Source) and the Application created (Application Source) during the referral process when a referral is made through an Internal Job Board.

  • Employee Account - Defines where all of the Employee Contacts are assigned. During the referral process, the code checks this account to ensure that the Employee Contact submitting the referral is a valid employee. The email address submitted during the referral process must be the email address associated with the Employee Contact in the account assigned. If this field is NULL, the system checks the Recruiting Account ID to ensure that the referrer is assigned to that account prior to allowing the referral submission.

Workflows

To allow the greatest flexibility, Jobscience installs five managed workflows that control the communication aspect of the Referral Program. Each workflow is designed to send an email to the Prospect Contact (Referral) or the Referring Contact (Employee).

  • Candidate Changed Status - When active, this workflow will email the Referred By Contact on the Application record every time the Overall Stage field is changed, with the exception of when the Overall Stage equals Placement. This workflow uses a Jobscience default email template, Candidate Status Changed, located in the Job Board folder.

  • Candidate Hired - When active, this workflow will email the Referred By Contact on the Application record every time the Overall Status equals Hired. This workflow uses a Jobscience default email template, Candidate Status Placement, located in the Job Board folder.

  • Email Referral - When active, this workflow is designed to email the Referrer Contact on the Referral record when the Type of Referral field equals Referral. This workflow uses a Jobscience default email template, Refer Job, located in the Job Board folder.

  • Referral Employee Notification on Expiration - When active, this workflow is designed to email the Referrer Contact on the Referral record when the Expiration Date of Referral nears a specified timeframe. Jobscience recommends create a time-based workflow action to perform this action.

  • Referral Employee Notification on Referral Applied - When active, this workflow is designed to email the Referrer Contact on the Referral record when the Has Prospect Applied field is selected. This workflow uses a Jobscience default email template, Referrer Applied, located in the Job Board folder.

Note: A customized email template can be added to each of the workflows listed above by accessing the workflow and editing the task associated with the workflow. This provides the ability to send company- branded messages to each type of audience.