Referrals allow your team to submit the names and contact information of prospective candidates to your AI Assistant. This guide outlines how to set up this feature so that your team can begin submitting their referrals.

Configuration

Step #1: Client Setup settings

Step #2: Referral phone numbers

You will then need to set up a phone number for your Employees to send in their referral. To do this, users with full access to Channels can complete the steps below.

1. Select All Apps in the top left corner of the header and then Settings in its drop-down menu.
2. When the Settings page opens, select Channels under the Platform section.
3. You will land on the All Numbers section of A.I. Assistant Numbers. In the upper-right corner of this section, select + Create Phone Numbers.
4. A slide-out drawer will then open. Enter the number of referral phone numbers that you'd like to add in the Referral card and then select Next in the bottom right corner of the drawer.
5. Select the Country tied to this phone number.
6. If it populates, you can also enter in the Area Code/Prefix for this phone number.
7. Select Check Availability.
8. If the numbers are available, select Next. If not, repeat steps #5-8.
9. On the following page of the drawer, review the compliance check done. If any action steps are required, they will be listed here for you to complete before you can add those phone numbers.
10. Select Provision in the bottom right corner of the drawer.
11. In the Provision & Map section, you will see the phone numbers made available and added to your account. Select Close.
12. From the left panel, select Referral under the A.I. Assistant Numbers section.
13. Click into the first new referral phone number.
14. In the drawer that opens, update the details for the employee's experience in using this number. This includes:
    1. Entering a unique QR Code Keyword.
    2. Updating the preferred Language.
    3. Toggling on Surveys and choosing a survey that should be completed by the referring employee.
    4. Downloading the referral QR code to your device. You can then print and share this code out with your team.
15. Select the Candidate tab.
16. Update the following details for the candidate's experience with the referred candidate:
    1. Updating the preferred Language.
    2. Selecting the Capture Conversation used in the conversation to gather information about the candidate.
    3. Toggling on Surveys and choosing a survey that should be completed by the referred candidate.
17. Select Save Changes.

Step #3: Edit the referral sites

Edit the referral sites created for employees to submit their referrals and candidates to access if they are notified via email. Users with full access to Web Management can do this by completing the below steps.

1. Select All Apps in the top left corner of the header and then Settings in its drop-down menu.
2. When the Settings page opens, select Web Management under the Platform section.
3. Open the Account Sites section and then the Default Sites list in the left panel.
4. Two referral sites will be listed. Hover over the Employee Referral Program, select its ellipses, and then Edit from its drop-down menu.
5. In the slide-out drawer that opens, select the preferred site's language, if Multilingual is enabled for your account.
6. Enter in the header title and any header text for this site.
7. Upload a background image by clicking the upload file box or dragging and dropping the preferred file. 
   • Note: Click here to view the background image’s recommended specs.
8. If preferred, enable the Surveys toggle and then select the preferred survey if you want to include a survey at the end of the referral conversation.
9. Click Save and Finish in the bottom right corner of the drawer.
10. Hover over the Candidate Referral Site in the Default Sites listing, select its ellipses, and then Edit from its drop-down menu.
11. In the slide-out drawer that opens, select the preferred site's language, if Multilingual is enabled for your account.
12. If Candidate Types (Internal/External) and Job Posting Type is enabled for your account (learn more here), select the audience type between the following options:
    • External – This will return external jobs to candidates.
    • Internal – This will return internal jobs to candidates.
13. Enter in the header title and any header text for this site.
14. Upload a background image by clicking the upload file box or dragging and dropping the preferred file.
15. Three settings will be listed under the upload file box. Enable these settings, if preferred.
    • Knowledge Base – When enabled, you can include either Candidate Care (Q&A) or Employee Care (Q&A) as a part of the conversation if a candidate begins to ask questions about the company, culture, benefits, etc.
    • Job Search – When enabled, this will allow candidates to search for jobs within their initial conversation.
    • Surveys – When enabled, you can add the preferred survey to be included the end of the referral conversation.
16. Select Save and Finish in the bottom right corner of the drawer.

Step #4: Update referral messaging (optional)

Users with full access to Assistant Messaging have the option to update the messaging around referrals from the Assistant Messaging page.

1. Select All Apps in the top left corner of the header and then Settings in its drop-down menu.
2. When the Settings page opens, select Assistant Messaging under the Platform section.
3. Open the Employee Referrals category.
4. Review and make the necessary changes to the messages sent to the employee and referred candidate. Navigate between each audience by using the Candidates/Employees tabs in the left navigation.
   • Note: Messages will vary depending on the audience tab you're viewing. Ensure to review and update the messages on both tabs.
5. Select Save to save the changes made to individual messages.

Step #5: Enable reminders to candidates and employees around referral conversations (optional)

Work with your CS Representative to enable referral conversation reminders to send to both candidates and employees.