Referrals and Referral Links

any user or employee can add a referral or create a referral link in ashby from their home page, regardless of their permissions share this guide with your users to give them more information on adding referrals via ashby users without a paid seat can add referrals and create referral links users do need to have an ashby account to add referrals direct referrals vs referral links with a direct referral, you can add in one candidate’s details at a time and submit them to be reviewed for a role with a referral link, you can post the job board or a specific job posting to your network (for example, on linkedin) and anyone who applies via that link will be credited to you adding a direct referral you can refer a candidate directly for a role in the referrals section of the https //app ashbyhq com/home/upcoming page click + referral and select + add direct referral to get started you can also add a direct referral by clicking + add on the top navigation bar and choosing direct referral when adding a direct referral, you’ll be required to add in the candidate’s name and email address and the specific role they are being referred for you will also have the option to upload a resume, add their phone number, a link to their website and any notes an admin can customize the referral form, so you may see some additional or different options here from the form pictured a referred candidate will automatically be added to the application review stage in the candidate pipeline for the specified role adding a referral from the top menu you can also add a referral directly to a role by hovering over the + add button from the top menu and selecting referral untitled once you’ve clicked referral, you’ll be required to add in the candidate’s and email address and the specific role they are being referred for, just like in the process above creating a referral link referral links allow you to post a link to a specific job posting (or to the job board in general) and candidates who apply via that link will automatically be credited to you a good use case for referral links would be sharing a job to a social media platform or another wider forum you can create a referral link in the same referrals section at the bottom of the https //app ashbyhq com/home/upcoming page click + referral and then + create referral link to get started when creating a referral link, you can opt to either have the link direct to a specific posting or to all open job postings listed on your job board to create a link for a certain posting, check the ‘link to specific job posting’ checkbox, then select the posting from the drop down menu that follows to have the link direct to your job board with open postings, leave this box unchecked when creating the link please note that your job posting must be published and listed on your external job board before it can be linked to a referral link tracking referrals you can view all of your personal referrals and their application status by clicking https //app ashbyhq com/referrals/direct/active from there, you’ll be able to view active referrals (those still in the pipeline), archived referrals (those who have been archived or rejected) and hired referrals you can use the radio buttons to view each list of referrals accordingly if you’d like to see how to pull a list of all active referrals, check out the reporting options docid\ t9yysvwgnnswspaeqcmhr 1\) direct referrals referrals that the user has added directly to ashby from their home page 2) referrals from referral links referrals that applied via the user’s referral link 3) referral links a list of all current referral links with the option to copy them to clipboard 4) active a toggle to view all active referrals (referrals currently in the interview pipeline) 5) archived a toggle to view all archived or rejected referrals 6) hired a toggle to view all hired referrals 7) candidate the candidate’s name 8) referred for the role they were referred for 9) submitted at when the referral was added 10) status the current stage the candidate is at in the pipeline 11) refer the option to add another referral tracking referral links you can head to the https //app ashbyhq com/referrals/links section in all referrals to view and amend your referral links 1\) title the name of your referral link 2) job posting the job posting your referral link leads to (if applicable) 3) referrals number of referrals who applied via this referral link 4) referral link the referral link itself referral form and settings you can edit your referral form and set referral settings in admin>sourcing> https //app ashbyhq com/admin/organizational settings/referral forms referral settings referral settings allow you to set limits on allowing referrals you can set the following rules allow all referrals add the referral to a job consideration in a lead or active stage that already exists for the candidate (if applicable) a new job consideration will be created if there isn’t an existing one to match the referral to the candidate is being considered for the referred job if the candidate has an existing job consideration in any stage of the role they’re being referred for, the referral will be prevented the candidate already exists in ashby referral submissions for existing candidates in ashby will be prevented, even if they have not been considered for the role if a user tries to submit a referral that is disallowed based on your rules, they will receive an message letting them know that the referral hasn’t been allowed, with details of the settings in place you can use the allow referral links? option to determine whether or not users should be able to create referral links the restrict referral status? option determines whether or not all users referring candidates can view their current interview stage if enabled, then only users with the appropriate permissions to view the candidate profile can view their current interview stage adding filters to specify the roles that can accept referrals custom referral filters can be configured on the legacy plus, plus and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ you can specify criteria to determine the roles that users can submit referrals or generate referral links for switch on the allow referrals only for specific jobs? option, then click add field to match to select the determining fields and configure your criteria any jobs matching this criteria can accept referrals or can be used to generate referral links for example, in the pictured case, referrals can only be submitted for jobs in the engineering department please note that your criteria are applied on top of your existing referral settings and added criteria will not impact existing referrals or existing referral links referral confirmation email please note that referral confirmation emails are only sent to candidates submitted via the direct referral option those who have applied via a referral link will receive an inbound application confirmation instead (if enabled) this will also not be sent to existing candidates if the referrer is added manually via the credited to field on the candidate profile if you’d like referred candidates to receive a confirmation email at the point they were submitted select your email template using the referral confirmation dropdown, this should then set the referral confirmation icon to enabled use the preview email to preview the email sent to the referral, or click edit email to be taken to the email template to make further edits editing your referral form you can click on your default referral form to make any amendments, such as adding or removing fields or adjusting the title of the form the candidate’s name, job and email address are required fields and can’t be removed the following field types can be added to your default referral form short answer single line of unformatted text linkedin url responses will be auto populated on the candidate's profile long unformatted answer multiple lines of unformatted text phone only domestic or international phone numbers email only valid email addresses multiple choice select a single option checkboxes select multiple options date only dates that can be selected via a date picker yes/no yes, no, or, if not required, no answer number only allows whole numbers (e g 1) or decimals (e g 1 5) resume upload a single file and set it to the candidate's resume field can only be added once to a form candidate's location set the candidate's location can only be added once to a form other location allow another location to be added to the form url a clickable link to a website file upload a single file file upload questions support files up to 50mb in standard document, image, and video file types such as documents pdf, doc, docx images jpg, jpeg, png videos common video formats such as mp4 executable file types (such as exe) and certain text based formats (such as md) are not supported if a candidate needs to submit content in an unsupported format, we recommend converting the file to a supported document type, such as pdf, before uploading candidate's education history see the candidate's education history can only be added once to the form when adding the candidate's education history field to your form, you will be able to specify the information asked for you can opt to include or exclude the school, degree, field of study, start and end date fields as needed check the allow multiple entries checkbox to allow those completing the form to add multiple qualifications you can also set a minimum and maximum number of entries using the min and max fields information added to this field will always complete the education section of the candidate's profile it’s not possible to create additional referral forms if you’d like to add additional questions, please edit the default referral form reporting on referrals below are some example of reports you can run to view key referral data referrals leaderboard if you’d like to track referrals in intervals, by the user who referred them, navigate to reports, build report and select count over time subject job considerations time field & interview job consideration’s started at to show \[insert your chosen time range here] per \[set your interval here] filter job consideration’s source type is referral grouped by job consideration’s credited to view all currently active referrals if you’d like to have a list of currently active referrals from all users navigate to reports, build report and select custom list subject job considerations filter job consideration’s source type is referral , job consideration’s outcome equals active fields to show job consideration’s candidate, job consideration’s job, job consideration’s credited to plus any additional fields you’d like to include faq a candidate i’ve referred has disappeared from my referrals list where are they? head into https //app ashbyhq com/referrals/direct/active and be sure to check the ‘archived’ and ‘hired’ lists if the candidate is rejected or hired, they will no longer show in the ‘active’ list h ow do i delete a referral link? to delete or edit the title of a referral link, head to https //app ashbyhq com/referrals/links , click on the title of the link in question and then click the red trash can icon to delete it referral links cannot be restored after deletion links already shared outside of ashby will continue to work but new applications submitted via this links will not be credited to you past applications will not be impacted by the deletion if a user refers a candidate after they’ve applied for a role, how are sources attributed? if a candidate applies for a role, then is referred for the same role by an ashby user, the original source (in this case inbound applied) will remain on the candidate profile the credited to field will be updated so the referrer’s name is included on the job consideration if you allow users to refer candidates that have already been considered for the role, you can opt to use the referred by field when reporting to ensure that these referrals are still being included in your reporting, despite having the initial source listed in the source field c an a referral be edited once the candidate has been submitted? if the referrer has access to view and edit the candidate’s profile, they can make any corrections or updates as needed to candidate information if the referrer is unable to view the candidate profile or make adjustments, they will need to reach out to a user with access to make these updates for them once the referral has been submitted can i add in a referral on behalf of another user? no, the referrer would need to log into their own ashby account to refer the candidate the candidate will always be credited to the user who added the referral or generated the referral link an admin can amend the user in the credited to field within the candidate profile if needed is it possible to change out the source added to referrals or referral links? no, the source applied is fixed if you would like to create a link that will apply a custom source, check out can referrals be submitted via the slack integration? no, this isn’t currently possible i see a referral i submitted is now in the archive stage can i view any feedback? we would recommend reaching out to the hiring manager or person in your organization responsible for managing the role’s pipeline for further information how do i set up application requests to go out to direct referrals automatically? we don't support adding application requests directly in the docid\ t9yysvwgnnswspaeqcmhr sent to referred candidates if the {application request link} substitution token is added to your organization's https //app ashbyhq com/admin/organizational settings/referral forms , the email will fail instead, for direct referrals, we would recommend https //docs ashbyhq com/application requests#configuring application request automation with conditions specifying that the job consideration is a direct referral (for example job consideration's is direct referral is yes ) you can also opt to configure a catch all for candidates who don't have an application completed by a certain stage (for example, setting a condition field to be job consideration's reached stage type with the value as active ) to ensure any candidates in active stages are prompted to submit an application for the job consideration if you create application request automations for referrals, then we would recommend disabling your referral confirmation template the application request automation can be used instead to send the referral confirmation and application request in a single email