Managing referrals and approving the bonus

The Management tab of Referrals brings together all the referrals received in your workspace. Tracking the application itself — stages, interviews, decision — stays in Recruitment; here you decide what is specific to the referral: the bonus promised, the actual hire date, declining a referral and approving the bonus, which goes to payroll. You can also request an indicative AI reading of the CV. This article is written for HR staff, administrators and recruiters.

Before you start #

• To see the tab, you need the Manage referrals permission at the Access level. To edit, decline and request a CV analysis, you need it at the Execute level. The Administrator, HR and Recruiter roles hold it.
• To approve a bonus, you need the Approve the referral bonus and send it to payroll permission at the Execute level, held by the Administrator and HR roles. A recruiter manages referrals without approving bonuses.
• For the Analyse button, the AI CV analysis feature must be on in the programme, and AI must be enabled for your company.

Reading the list of referrals #

Open Referrals › Management. The card shows how many referrals were received and reminds you that the referral status follows the Recruitment pipeline. For each referral, the table shows:

• Candidate: their name, the job, their e-mail address, the referrer’s message and, if there is one, the score of the latest CV analysis;
• Referred by: the referrer, the date and the channel (through the form or through their link);
• Status: the badge and its detail — the Recruitment stage, the hire date and the date from which the bonus can be approved, the reason for declining or the approval date;
• Bonus: the amount promised, the campaign it comes from where relevant, and what still prevents approval (Presence period running, Amount to enter…);
• Actions: the buttons your permissions allow.

Use the All statuses list at the top right to show only one status; each option shows its number of referrals.

Where the status comes from #

The status automatically follows the application in Recruitment:

• “Hired” stage → Hired; if nobody has entered it, the hire date is the day of the move;
• application rejected → Not selected;
• any other stage → In progress, including for a reopened application.

Declined and Bonus approved are HR actions: Recruitment does not undo them, and a referral in either status can no longer be changed.

Correcting the bonus promised and the hire date #

1. On the referral’s line, click the pencil icon (Edit the referral of …).
2. The Referral of … dialog opens. Correct the Bonus promised if needed; leave the field empty if there is no bonus.
3. If the person has been hired, the Actual hire date appears: enter the real start date. The sentence below reminds you that the bonus can be approved a number of months after that date.
4. Click Save. The message “Referral updated.” confirms it.

The hire date can only be entered once the person is hired. It also counts for badges and the ranking.

Declining a referral #

Decline a referral when it should not give a bonus: a duplicate, a candidate already known, a referral outside the rules.

1. On the line, click the cross icon (Decline the referral of …).
2. The Decline the referral? dialog reminds you that the referrer will not receive a bonus and that the application stays in Recruitment.
3. Enter the Reason, which is required.
4. Click Decline. The message “Referral declined.” confirms it.

The referrer is told that their referral was declined. This is final: the referral can no longer be changed.

Approving the bonus #

The Approve bonus button only appears when the bonus can be approved: the person is hired, the required period of presence is over, an amount is entered and the referrer still exists. Otherwise, the Bonus column says what is missing.

1. On the line, click Approve bonus.
2. The Approve the bonus? dialog sums up the amount, the referrer and the person hired, and reminds you that the bonus goes to payroll and can no longer be changed.
3. Click Approve and send. The message “Bonus approved and sent to payroll.” confirms it.

What approval creates #

• A bonus in the referrer’s name, labelled as a referral bonus with the name of the person hired and the job. It is dated in the first month whose payroll for the referrer is not yet approved.
• This bonus is locked: it cannot be changed from the salary tab.
• If the Referral bonus: referrer’s manager approval circuit is active, the bonus is submitted to the referrer’s line manager before going to payroll; otherwise, if a bonus approval circuit is active, it follows that; if not, it is payable straight away.
• If the bonus is rejected in the circuit, the referral goes back to Hired: you can correct the amount, approve the bonus again or decline the referral.
• The referrer is told that their bonus has been approved.

Requesting an AI CV analysis #

The Analyse button asks AI for a reading of how well the CV fits the job. It is a reading aid, on request: nothing is sent automatically when a referral is received.

1. On the line of a referral whose application has a CV, click Analyse. Without a CV, the button is greyed out and says “No CV attached: the analysis reads the CV.”.
2. Once the analysis is done, the score appears under the candidate’s name. Click See the analysis to expand it.

The analysis gives a score from 1 to 5 in stars, a summary, the Strengths, the Gaps and the Criteria not covered of the job, with the date, who requested it and the model used. It is written in the language of the person who requested it and always carries the words “For information only — a reading aid, it decides nothing.”.

Good to know #

• The analysis does not sort, filter or rank any referral: the list keeps its order. It covers the CV and the job, never the referrer, and neither the referrer nor the candidate sees it.
• The analysis uses your company’s AI allowance. If AI is not enabled or the monthly cap has been reached, a message says so.
• The bonus promised on receipt is fixed on the referral: changing the programme or a campaign does not change it; only a correction in this dialog does.
• The required period of presence is also fixed on each referral when it is received.

Frequently asked questions #

The Approve bonus button does not appear for a person who was hired. #

Look at the Bonus column: Presence period running means the “approvable” date has not been reached; Amount to enter, that no amount is promised. If you are a recruiter, your role does not carry the permission to approve bonuses.

The hire date is wrong. #

It is set to the day of the move to the “Hired” stage if nobody entered it. Correct it with the pencil icon: the bonus approval date is worked out again.

Can I undo declining a referral? #

No. A declined referral is closed. The application itself stays in Recruitment.

The analysis fails with “The attached CV could not be read.” #

The file cannot be used. No analysis is saved; ask for a CV in a readable format (PDF, DOC or DOCX).