Referring a candidate or sharing your link

Do you know someone who would be right for a job open in your company? In the Refer tab of Referrals, you see the jobs open to referrals and the bonus on offer for each one. There are two ways to refer someone: fill in the form yourself with the person’s details, or share your personal link so that they apply themselves. This article explains both, what happens to the referral and when it is not accepted. It is written for every employee with access to the module.

Before you start #

• The Referrals module must be active in your workspace and open to your account.
• To see the jobs, you need the Referrals access permission at the Access level. To refer someone and share your link, you need the same permission at the Execute level; without it, the cards show without their buttons. By default, every employee holds it at both levels.
• Only jobs published in Recruitment and open to referrals appear.

Reading the jobs to refer #

Open Referrals › Refer. Each job is a card showing:

• the job title, the department, the contract type and the location;
• the Referral bonus promised if the person is hired and stays the required period (the card shows no bonus if none is planned);
• where relevant, a badge with the name of the running campaign and its end date: during the campaign, its bonus replaces the job’s bonus.

The bonus shown is the one that applies today. It is the one you will get if your referral is received today: it is fixed on your referral when it is received.

Referring someone through the form #

1. On the job card, click Refer.
2. The Refer for “…” dialog opens; it reminds you of the bonus promised.
3. Enter the person’s First name and E-mail: these two fields are required. The first and last names are formatted automatically when you leave the field (the last name in capitals).
4. If you can, add the Last name, Phone and LinkedIn profile or online CV.
5. Attach their CV under CV (optional): a PDF, DOC or DOCX file of 5 MB at most. It helps the HR team review the application and may be used for an optional AI reading of how well it fits the job.
6. In Why this person?, explain in a few lines why you are referring them.
7. Click Send the referral. The button stays greyed out until a first name and a valid e-mail address are entered.

The message “Referral sent. Follow it in My referrals.” confirms it, and the My referrals tab opens.

What happens next #

• The application enters the Recruitment pipeline at its first stage, and the recruitment team is notified as for any application.
• The person you referred receives an e-mail, in French and English, telling them who referred them and for which job. They can reply to it to ask for their application to be withdrawn.
• You receive a notice that the referral was received, then a notice at each key step: hiring, application not selected, referral declined, bonus approved.

Referrals that are not accepted #

A referral is refused, with a clear message, when:

• you refer yourself: “You cannot refer yourself.”;
• the address belongs to a current employee: “This person already works in the company.”;
• the person already has an application for this job, whatever its origin: “This person has already applied for this job.” The first application received wins: a second referrer cannot claim someone else’s application;
• the job has meanwhile been closed to referrals: “This job offer is not open to referrals.”

A CV in another format or over 5 MB is refused before sending, with the message “Unsupported format. Use a PDF, DOC or DOCX.” or “The CV must be 5 MB or less.”.

Sharing your personal link #

Instead of filling in the form, you can spread the job through your network. The link leads to your company’s careers page, in your name: every application received through it is credited to you.

1. On the job card, click Share my link.
2. The Share “…” dialog shows your personal link and reminds you of the referral bonus.
3. Click Copy to paste it wherever you like, or use the LinkedIn button (share on LinkedIn) and the E-mail button (a ready-to-send message with the job title and the link).
4. Click Done.

You have one link per job, always the same: the line below the link adds up its visits and the applications received through it.

What the person opening your link sees #

The careers page opens on the job, with the words “Your first name recommends this job to you.”. The person applies through the careers page’s usual form, giving their consent like any candidate. Their application is credited to you, unless one of the duplicate rules prevents it: in that case the application is received as normal, but without a referral.

Good to know #

• The channel of each referral stays visible: in My referrals, an icon tells referrals made through the form from those that came through your link.
• Only the first one counts: if the person has already applied through the careers page or through another colleague, your referral is not accepted.
• The bonus shown is fixed on your referral on the day it is received; a campaign that ends later does not change it. HR can still correct it until it is approved.
• Referring can earn you a badge (first referral, five referrals) if the Badges feature is on. See Tracking your referrals, badges and the ranking.

Frequently asked questions #

I cannot see the Refer and Share my link buttons. #

Your role gives you access to the jobs without the Execute level of the Referrals permission. Ask your administrator.

Should I tell the person before referring them? #

It is better to: they receive an e-mail saying that you referred them, and they can ask for their application to be withdrawn by replying to it.

Can I withdraw a referral I have sent? #

Not from your own space. Ask the HR team, who can decline the referral in the Management tab.

How do I know where my referral stands? #

Open My referrals: each referral shows its stage and, after hiring, the date from which the bonus can be approved.