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A referral is a candidate that one of your own staff puts forward — “I know someone who’d be great for this”. Hitaji 360 captures referrals as their own records so the referring employee is credited, the candidate’s details are kept tidy, and, when the referral looks promising, you can turn it into a job applicant with one click so they flow into your normal hiring pipeline. This page covers logging a referral, tracking its status, the referral bonus flag, and converting a referral into an applicant. You’ll find this at: /hr/recruitment/referrals
📷 Screenshot: Employee Referrals list with the New Referral button — to be added.

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Before you start

  • Which business am I in? Referrals belong to the business selected in the switcher.
  • The referrer must be an active employee. You can only log a referral against a current, active member of staff — the system rejects a referrer who isn’t active.
  • One open referral per email. A non-cancelled referral already on file for an email address blocks a duplicate. Email is normalised (trimmed and lower-cased) so spacing or capitalisation can’t sneak a duplicate through.
  • Each referral gets a reference number automatically (e.g. REF-2026-0001).

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The referral lifecycle (statuses)

A new referral starts as Pending. Converting it to an applicant moves it to In Process. You cannot edit a referral that is Cancelled or Rejected.

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Logging a referral

Choose New Referral (needs hr-recruitment:write).
📷 Screenshot: New Employee Referral dialog — to be added.
There are further fields the record can hold — an org unit, a CV attachment, a referral-bonus flag, a qualification reason, and work references — that round out the referral.

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The referral bonus

A referral can be flagged as applicable for a referral bonus, and the record carries a referral payment status for tracking whether that bonus has been paid.
⚠️ Current state: The referral-bonus flag and its payment status are recorded for tracking only — there is no automated bonus calculation or payout wired to them today. Treat the bonus as a manual, informational marker that HR/payroll action outside the referral screen. (Noted for awareness.)

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Converting a referral into an applicant

When a Pending referral is worth pursuing, choose Convert to Applicant on its card (needs hr-recruitment:write). This:
  1. Creates a job applicant from the referral’s name, email, and phone, with source set to “Employee Referral” and the source name set to the referrer (so the dashboard’s source-effectiveness chart can credit referrals as a channel).
  2. Flips the referral to In Process.
Only Pending referrals can be converted — the Convert to Applicant button shows on Pending (and In Process) cards. From there the candidate is a normal applicant: schedule interviews, make an offer, and so on.

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Searching & filtering

The list has a search box and a status filter (All statuses, Pending, In Process, Accepted, Rejected, Cancelled). Each card shows the candidate’s name and status, the reference number, who they were referred by, the role, and their contact details.

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Permissions