Executive Summary

PyjamaHR’s employee referral system makes it easy for your team to refer candidates and for you to track every referral from submission to hire. With unique referral email IDs, a "Refer a Friend" option on your careers page, and a dedicated referral folder in your Talent Pool, you can streamline internal hiring, boost engagement, and ensure every referral is properly credited and tracked.

Detailed Overview

What Is the Employee Referral Feature?

PyjamaHR’s employee referral feature enables employees to refer candidates for open positions using a unique referral email ID or the "Refer a Friend" button on your careers page. All referred candidates are automatically parsed and stored in a dedicated referral folder within your Talent Pool, making it easy to manage, track, and reward successful referrals.

When and Why to Use It

Accelerate hiring by tapping into your employees’ networks.
Track referral sources for transparency and reward programs.
Centralize referral management—no more lost emails or manual tracking.
Boost employee engagement by making it easy to participate in hiring.

Integration with Other PyjamaHR Features

Talent Pool: All referrals are stored in a dedicated folder for easy access.
Careers Page: The "Refer a Friend" option is visible on every job listing.
Notifications: Get notified when new referrals are submitted (configurable in user profile settings).
Partner Program: For external referrals and affiliate tracking.

Business Impact

Faster, higher-quality hires from trusted sources.
Improved tracking for referral programs and bonuses.
Reduced manual effort for HR and recruiters.

Step-by-Step Guide: Creating Referral Links and Tracking Referrals

Prerequisites

You must have admin or recruiter access to your PyjamaHR account.
Ensure the employee referral flow is enabled for your organization (contact support if unsure).

1. Locate Your Unique Referral Email ID

Log in to your PyjamaHR account.
Click on your User Profile (top right corner).
Select Employee Referral from the dropdown menu.
Copy the unique referral email ID displayed (e.g., [email protected]).

Screenshot suggestion: Highlight the Employee Referral section and the unique email ID.

2. Refer Candidates via Email

Employees can forward resumes and candidate details to the unique referral email ID.
To refer for a specific job, include the Job ID in the subject line of the email.
All resumes sent to this email are automatically parsed and added to the "Referral" folder in your Talent Pool.

Screenshot suggestion: Example email with subject line including Job ID.

3. Refer Candidates via the Careers Page ("Refer a Friend" Button)

On your company’s Careers Page, each job listing displays a "Refer a Friend" button.
Employees can click this button to submit referral details directly for a specific vacancy.
The system routes these referrals to the appropriate job and tracks the source.

Screenshot suggestion: Highlight the "Refer a Friend" button on a job listing.

4. Track and Manage Referrals

Go to Talent Pool > Referral Folder to view all referred candidates.
Each candidate profile shows the referrer’s email in the "Source" section.
Use the Compare Candidates feature to export referral data if needed.

Screenshot suggestion: Referral folder in Talent Pool, candidate profile with "Referred by" info.

5. Update or Change Referral Email

If you need to update the referral email (e.g., due to a company rebrand), contact PyjamaHR support to request the change.

6. Monitor Referral Status and Rewards

Track which referrals have been successfully onboarded via the referral folder.
For Partner Program or affiliate referrals, check the Partner Program section in your account settings for sign-up and onboarding status.

Advanced Usage & Best Practices

Power User Tips

Centralize communication: Instruct employees to always use the referral email or "Refer a Friend" button for tracking.
Job-specific referrals: Always include the Job ID in the subject line for email referrals to ensure proper routing.
Talent Pool organization: Move referred candidates to jobs or other folders as needed, but note that you cannot remove candidates from the referral folder.
Export data: Use the "Compare Candidates" feature to export referral data for reporting or reward processing.

Optimization Strategies

Promote the referral program internally with clear instructions and the referral email ID.
Automate notifications: Set up notifications in your profile settings to be alerted when new referrals arrive.
Regularly audit the referral folder to ensure all referrals are tracked and rewarded.

Do’s and Don’ts

Do: Always use the official referral channels for tracking and rewards.
Don’t: Attempt to remove test or unwanted candidates from the referral folder (not supported).
Do: Contact support if referral dates or referrer names appear incorrect.

Troubleshooting & Common Issues

Common Issues & Solutions

Issue	Solution
Referral not showing in Talent Pool	Ensure the resume was sent to the correct referral email. Check the referral folder. If missing, contact support with candidate details.
Referral date incorrect	Share a screenshot and candidate details with support for correction.
Referrer name not visible	Check the candidate profile "Source" section for the referrer’s email. If missing, contact support.
Referral email needs updating	Contact support to update the referral email address.
"Refer a Friend" button missing	Contact support to enable the employee referral flow for your account.
Not receiving referral rewards	Confirm the referred candidate has completed onboarding. For Partner Program, check the Partner Program section. If still unresolved, contact support with details.
Unable to remove test referrals	This is not supported; you can move candidates to other folders or jobs but cannot delete from the referral folder.
Referral link not working	Contact support with the link and candidate details for investigation.

Comprehensive FAQ

1. How do I find my company’s referral email ID?
Go to your User Profile > Employee Referral. The unique email ID is listed there.

2. Can I refer someone for a specific job?
Yes. Include the Job ID in the subject line when emailing the referral, or use the "Refer a Friend" button on the job listing.

3. Where do referred candidates appear?
All referrals are stored in the Referral folder within your Talent Pool.

4. Can I remove a candidate from the referral folder?
No, but you can move them to other jobs or folders.

5. How do I track who referred a candidate?
Open the candidate profile and check the "Source" section for the referrer’s email.

6. What if the referral date or referrer name is incorrect?
Contact support with screenshots and details for correction.

7. How do I update the referral email address?
Contact support to request an update.

8. Can I generate job-specific referral links?
No, PyjamaHR uses a single referral email and the "Refer a Friend" button per job.

9. How do I get notified of new referrals?
Set up notifications in your profile settings under "Notifications on candidate applications."

10. What if my referral link isn’t working?
Contact support with the link and candidate details.

11. How do I claim my referral reward?
Ensure your referral has completed onboarding. For Partner Program rewards, check the Partner Program section or contact support.

12. Can I track referral clicks or sign-ups?
For the Partner Program, you can view successful sign-ups in the Partner Program section of your account settings.

13. What happens if I’m no longer a paid member?
You may lose access to referral tracking; contact support for possible workarounds.

14. Can I refer a company to PyjamaHR?
Yes, use your Partner Program affiliate link from your account settings.

Partner Program: For external referrals and affiliate tracking.
Talent Pool Management: Organize and manage all candidates, including referrals.
Compare Candidates: Export candidate data for reporting.
Notifications: Set up alerts for new referrals and candidate actions.

Recommended Articles:
- Manage Employee Referrals
- Comparison View: How to Export Candidate Data

Summary

PyjamaHR’s employee referral system is designed for simplicity, transparency, and efficiency. By following the steps and best practices outlined above, you’ll maximize your referral program’s impact, ensure accurate tracking, and minimize manual effort—so you can focus on hiring the best talent, faster.

Still have questions?
Contact PyjamaHR support with your referral email, candidate details, and any relevant screenshots for quick assistance.

Creating Employee Referral Links and Tracking Referrals in PyjamaHR: The Complete Guide