Configuring Candidate Referrals
Several settings are available to configure the referral of candidates.
Important Information
To allow the referrals of candidates who already exist in the database, the following settings are available.
| Setting | Description | Default Value | Location |
|---|---|---|---|
| Accept Referrals from Agents for Known Candidates or Submissions | Determines if agents can refer candidates or candidate submissions that already exist in the database. |
No | Configuration > [Recruiting] Settings |
| Accept Referrals from Employees for Known Candidates or Submissions | Determines if employees can refer candidates or candidate submissions that already exist in the database. | No | Configuration > [Recruiting] Settings |
A referrer can be the owner of a candidate job submission and also the owner of the candidate general profile. To support this candidate ownership mode, the following setting are available.
| Setting | Description | Default Value | Location |
|---|---|---|---|
| Ownership Configuration for Agent and Employee Referrals | Determines the ownership mode for agent and employee referrals. Three modes of ownership are available. See below for details. | Candidate Ownership | Configuration > [Recruiting] Settings |
Candidate Ownership: The referrer is the owner of the candidate. Regardless of where the referral occurs (general profile or job submission), there is only one owner.
Submission Ownership: The referrer is the owner of the candidate job submission. The ownership is limited to where the job submission occurs. If the referral is done at the job submission level, the referrer will only get ownership of this job-specific submission. Referring a candidate general profile is possible, but not recommended.
Submission and Candidate Ownership: The referrer is the owner of the candidate job submission and the candidate general profile. The ownership is taken on the job-specific submission where it has been done, but also taken on the candidate, if the candidate is not already owned by a referrer.
In the Recruiting Center, when the Candidate Ownership mode is enabled, the candidate submission referrer is displayed in the candidate submission Referral tab. If there is no submission referrer, the candidate referrer is displayed. A submission-specific referrer can only exist if the "Ownership Configuration for Agent and Employee Referrals" setting was changed to the Submission and Candidate Ownership mode or the Submission Ownership mode and was reverted to the Candidate Ownership mode.
In the Recruiting Center, when the Submission Ownership mode or the Submission and Candidate Ownership mode is enabled, only the local referrer is displayed in the candidate submission. If a candidate submission has no referrer, the candidate submission Referral tab is empty even if the candidate has been referred at the profile level.
In the Career Section, under the Referrals tab, the display rules are always the same, regardless of the ownership mode selected.
In the Career Section, a referred candidate submission with an active link is always displayed, regardless of the setting enabled or the ownership mode selected. A non-referred candidate submission is only displayed if the candidate was referred. Candidate referrals are created for all referrals when the Candidate Ownership mode or the Candidate and Submission Ownership mode is enabled (they are not created when the Submission Ownership mode is enabled).
In the Career Section, if a referred candidate applied on a job by himself/herself, the referrer can see that referral in the My Referrals tab if the "Display to the referrer submissions for which candidates applied by themselves" property is set to Yes. (Configuration > [Career Section] Administration > Career Sections > Career Portal Pages > My Referrals).
Customers can limit the number of candidate submissions a single agent can submit for a specific requisition. To support such a limit, the following setting was created. When an agent reaches the limit set by the setting, this message is displayed to the agent: "You cannot refer this candidate because you have reached your maximum number of referrals for this requisition."
| Setting | Description | Default Value | Location |
|---|---|---|---|
| Maximum number of candidate submissions that an agent can refer per requisition | Limits the number of candidate submissions a single agent can submit on a specific requisition. Zero means unlimited submissions. | 0 | Configuration > [Recruiting] Settings |
Best Practices
Require the email address of the referrers and candidates to prevent duplicate candidates.
Enable the Email Uniqueness setting to prevent duplicate candidates (Configuration > Recruiting Settings).
Enable the Activate the identification of potentially duplicate candidates setting for agency and referral flows (Configuration > Career Section Administration > Application Flows > Candidate Personal Information Block).
When the Submission Ownership mode or the Submission and Candidate Ownership mode is enabled for a single candidate, make sure the functionality is well known by users. A training may be necessary.
If activating different ownership modes per job-specific submissions, deactivate the general profile flow (Configuration > Career Section Administration > Application Flows).
Once a referred candidate has been hired and the referrer has been remunerated, the referral link should no longer be displayed to hide future candidate submissions from the original referrer.