Contact Menu

Referral Management

Edit a referral

Where to find it: Menu Bar - Referrals

Click on the name of the applicant to access the details of this referral.

Here you will find all necessary details of your applicants: which job they applied or were referred for, their contact details, their CV, a link to their social profile, which Talent Scout referred them and if the Talent Scout has already provided feedback.

On the right-hand side of the card (at the referral overview), you will see the Talent Scouts feedback (above). There are three different feedback options a Talent Scout can give:

Positive: Thumbs up

Neutral: Wave

Negative: Thumbs down

Furthermore, you can see how the Talent Scout and candidate know each other and why the Talent Scout decided to refer the candidate. If the area on the right-hand side of the card is empty, the Talent Scout has yet to provide feedback.

In the case that the candidate or Talent Scout sends documents after their application submission, you can easily upload them via the function "Edit" (between their name and the button "Hire" - top, centre) and change or correct general data as well.

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Rate a referral

Where to find it: Menu Bar - Referrals - Rate

After screening your referrals, it's time to rate them. Click on the button "Rate" below the candidate’s name. You can rate referrals with the following stars:

Not Qualified: 1 Star

Qualified: 2 Stars

Well Qualified: 3 Stars

Before you finalize your rating by clicking on the button "Save", you can leave a short message to the responsible Talent Scout by clicking on the function "Add a personal message". We will let the Talent Scout who referred the candidate know about your rating.

Each rating of a referral will be published in the history (right area) of each candidate. Thanks to this history, you’re able to see all rating changes done by a Recruiter.

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Hire a referral

Where to find it: Menu Bar - Referrals - Hire

You can easily change the status of a referral. To hire a candidate, click on the button "Hire".

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A new window will pop up where you can choose the date of the candidate’s first day at work and leave a personal message for the responsible Talent Scout by using the function "Add a personal message".

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Finalize this process by clicking on the button "Hire". The Talent Scout who referred the candidate will be informed of the successful referral via email.

Your hired referral will be saved under "Hired".

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No reward for a hired referral


In the event that you do not want to pay a reward for a hired referral, please proceed as follows:

Click the button "Hire" and choose the first day of work in the new pop-up window. Then activate the checkbox next to "Don’t pay a reward", and the content of the window will change.

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To proceed, please choose one of the reasons why the reward is not due. If you wish, you can add a personal note for the Talent Scout via the function "Add a personal message" as well.

Finalize this process by clicking on the button "Hire", and the Talent Scout who referred the candidate, will be informed via email about the update of his referral.

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Close a referral

Where to find it: Menu Bar - Referrals - Close

f the candidate is not qualified for the job at hand, you can easily close the referral. To close a referral, click on the button (top right) "Close". 

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A new window will pop up where you can choose a closing reason:

  • Do not disclose a reason
  • We have rejected the candidate
  • Candidate is not the right fit for this position
  • We are already in touch with the candidate
  • The candidate has withdrawn the application
  • We will keep the candidate on file
  • The application is not valid

Additionally, you can send a personal message to the Talent Scout by using the function "Add a personal message".

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Finalize this process by clicking the button "Close Referral". The Talent Scout who referred the candidate will be informed via email about this update of the referral.

Your closed referrals will be saved under "Closed".

 

Do not disclose a reason


If a closing reason shouldn't be given to a Talent Scout, you can select "Do not disclose a reason" as a closing reason.

The Talent Scout will still receive an email notification that the referral has been closed. 

 

Reopen a closed referral


It's no problem if you close a referral by mistake. You can easily reopen closed referrals in Firstbird.

Go to "Referrals" in the menu bar and next to "Closed" and click on the name of the referral you closed by mistake and a new window will pop up.

Next click on "Reopen" and the referral will be saved in "In Progress".

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Delete a referral

Where to find it: Menu Bar - Referrals - Closed

Closed referrals or applications can be deleted manually or automatically. The company administrator is able to activate the automatic deletion under the company’s "Account Preferences".

You, as a recruiter, can delete closed referrals manually. Go to "Referrals" and next to "Closed" and click on the name of the referral. Next, click on the function "Delete" on top.

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Please read more to learn how to activate the automatic deletion feature. This feature can only be activated by admins.

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Invalid referral - revoke points

Where to find it: Menu Bar - Referrals - In Progress

In the situation in which a Talent Scout refers a candidate but the same candidate independently applies for that same job, or if two Talent Scouts refer the same candidate for the same job, you as a recruiter are able to revoke points and close the referral or application by selecting the reason "The application is not valid".

As soon as you close the referral, all received points will be revoked from the Talent Scout's account.

Go to "Referrals" on the menu bar to the left and next to "In Progress". Look for the referral or application you would like to close as it's "not valid", and click on the button "Close". A new window will pop up where you can select the closing reason "The application is not valid". Leave a personal message for the Talent Scout, and finish the process by clicking the button "Close referral".

The Talent Scout responsible will be informed about the closing and the reason of his referral or application. In addition, all received points (25 points for the referral, 25 points for the feedback - if given) will be revoked from the Talent Scout's account.

If the Talent Scout received a new level for this referral or application, he will be reset to the previous level.

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Filter referral by location and department

Where to find it: Menu Bar - Referrals

For a better overview, you can filter all referrals by location and/or department of the job applied for.

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Filter referral by contact person

Where to find it: Menu Bar - Referrals

To see all referrals categorised by recruiter, use the filter "Contact Person".

The filter is valid for all sections. If you set the filter by "Contact Person" in "In Progress" the referral might not be in the section you've started looking in.

In our example, we set the filter by "Contact Person" for Ulli Adler in "Hired" but there are non except in the section "In Progress".

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Filter for a candidate

Where to find it: Menu Bar - Referrals

Are you looking for a specific candidate? Use the filter "Referral" to save time.

The filter is valid for all sections. If you set the filter by "Contact Person" in "In Progress" the referral might not be in the section you've started looking in.

In our example, we set the filter by "Referral" for Tanja Reiter in "In Progress". There is no such referral "In Progress" but in the section "Hired".

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