SAP Knowledge Base Article - Public

2081998 - Employee Referral - Recruiting Management

Symptom

• Employees will have the ability to refer friends to the general candidate pool or to a specific job requisition ad hoc.

  • Customers may choose to have referrals owned for a duration of time or on a job requisition by job requisition basis.

  • Once a referral has been made, the employee can visit the Referral Tracking page to keep track of where their referrals are in the application pipeline as well as track potential payout amounts.

  • Recruiters and other recruiting users will be able to differentiate the employee referral candidates from other candidates via visual indicators (Person Icon).

  • Referral information is reportable and can be exported via Ad Hoc reporting.

"Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental."

Environment

SAP SuccessFactors Recruiting Management.

Resolution

Pre-Requisites:

  • This feature is for V12 customers only.

  • For Job Referral Amounts, Technical Services Team is required to create a field to your Job Requisition Template.

  • Partner Engagement is required for Provisioning settings:

                Provisioning: Company Settings > Enable Employee Referral Program (Not for use with Recruiting Marketing).

Quick Facts and Known Limitations:

  • There is no way to delay the sending of email.

  • Any Referrer Email set for the “Invite to Apply” status will not send.

  • The feature is set for the entire instance so it’s not possible to set which Requisitions will be eligible for referral and which are not. It is possible to configure one Job Requisition Template with the pay feature and not the other (in case you are using multiple templates).

  • Currently this feature only goes one way, having the Internal (Employee) referring an external candidate to a Job or adding the External candidate in their Tracking Page. The referral program always starts with the referrer.

Configuration 1. Setup Job Requisition Employee Referral Amount Field

In case the ERP field needs to be configured, Partner engagement is required to have the field created in Job Requisitions.

Following has to be added to the job requisition templates:

<field-definition id="erpAmount" type="currency" required="false" custom="false">
<field-label><![CDATA[ERP Amount]]></field-label>
<field-description><![CDATA[Employee Referral Bonus Amount]]></field-description>
</field-definition>

Note: since erpAmount is a currency field type, please verify, if "currency" field definition is defined correctily in the job requisition template.

Please also remember to permission the field accordingly.

2. Setup Employee Referral Program to Admin Users

  Upon enabling Employee Referral (In Provisioning), a new Recruiting Administrative Permission will appear.

  Non-RBP: Admin Center > Managing Recruiting > Recruiting Administrative Permissions:

  Requisites:

  1. Grant permission to Employee Referral Program Setup.
     
     

  RBP: Admin Center > Manage Security > Manage Permission Roles > Permissions:

  Requisites:

  1. Grant permission to Administrator Permissions > Manage Recruiting > Employee Referral Program Setup.

3. Set Referral Ownership Rules in Admin Center

  Once a user is granted permission to the Employee Referral Setup Page, the Referral Ownership rules and Employee Referral Program Information can be set up on this page.

  PLEASE NOTE: REFERRAL OWNERSHIP RULES MUST BE SET BEFORE EMPLOYEE REFERRAL WILL WORK

Admin Center > Managing Recruiting > Setup Employee Referral Program:

Requisites:

Ownership Options

  1. Ownership by Requisition for Employee Referral Program.
     
    1. If this ownership setting is selected, the ownership of the employee referral is applicable only to the job which the referee is being referred to and only the jobs they are referred to.

      This ownership setting allows a single referee to be referred to multiple jobs by more than one employee. This setting also means that referees who are referred to the general candidate pool and are not associated to a job requisition are not owned by any employee.

  2. Ownership by Duration for Employee Referral Program

    1. Employee shall maintain ownership over a referral for [N] days

      If this ownership setting is selected, the ownership of the employee referrals is for the duration of time, 'N', which is set in the Employee Referral Settings in Admin Center. This means for the specified duration of time, the referee is owned by the employee who has submitted them on any  job which the referee applies or is submitted to via various methods(see methods below). This selections also means that the referee can only be owned by one employee at a time during the duration of time.

      Ownership by duration is granted by the following ways:

      When ownership by duration is selected, a referee is owned by the employee who submitted them. A referee can be added to the job using the following methods:

  • Submitting a referee through the general candidate pool.
     
  • Submitting a referee to a specific job requisition.
     
  • Submitted to a job through the Employee Referral Program.
     
  • Forwarded to a job by a recruiting user.
     
  • Self-apply to a job via the external career site.

               2.   Ownership start date should use:

  1. Initial submission date.
     
  2. Most recent submission date.

4. Employee referral Program - Program Information

  1. Add up to 300 characters that will populate at the top of the Referral Tracking page.
     

 clipboard_1377716786715.png

5. Enable Employee Referral Email for Referrals

  The email templates which are sent to referrals need to be enabled in Admin Center. The customer has the ability to update the verbiage of the email but it is important that the URL tokens remain in the email templates.

Admin Center > Recruiting E-Mail Triggers:

Requisites:

  1. Enable Employee Referral Program Candidate added to General pool notification.
  2. Enable Employee Referral Program Candidate referred to a job requisition.

6. Configure Referrer (employee) settings for Applicant Status Trail

  Referrer (employee) settings can be applied to all applicant statuses. The Referrer options are:

  • Visible to Referrer (employee) - whether the status is visible to the Referrer (employee).
     
  • Referrer (employee) Label - the label the Referrer (employee) will see when their Referral is in the corresponding status.
     
  • Referrer (employee) Next Step Text - the text the Referrer (employee) will see when their Referral is in the corresponding status.
     
  • Referrer (employee) Email - select an email template which will be automatically sent to the Referrer (employee) when their Referral is moved to the corresponding status.

  ** Please note: there is currently no way to delay the sending of emails **

Admin Center > Managing Recruiting > Edit Applicant Status Configuration:

Requisites:

  1. Find the applicant status set being used for Job Requisitions.
     
  2. For all statuses, customer can update the Employee Referral Program Settings.

    1. Visible to Referrer.
       
    2. Referrer Label.
       
    3. Referrer Next Step Text.
       
    4. Referrer Email.
       
      1. Please note: There is a known limitation where any Referrer Email which is set for the "Invite to Apply" status will not send.

Configured Instance will display:

  • Employee view on Careers tab: Visual indicators allow employees to see which jobs are available via Employee Referral.

  career page referral icon.jpg

 Program:

  • Referral Tracking: Once referrals have been made, Employees can track where their referrals are in the application process.

 referrer view.jpg

   • Recruiter view: Visual Indicators and Employee Referral portlets allow Recruiting Users to easily identify the Employee Referral candidates.

 referral candidate list view.jpg

   • Reports: Report can be created on Employee Referrals and ERP Amounts (when Employee Referral Amount Field has been created).

List of FAQs:

•             Does the system do a duplicate check to see if the candidate is already in the system and applied previously?

Yes, in case a user try to refer a person which already applied to a job, the following warning message will be displayed:  “The person you are trying to refer already exists on this job. Please refer this person to another job.”

In case this person has an account created but have not applied to the job which is being referred to, then the user will be able to refer without further problems.

•             Can two people refer the same person to either the same or a different job?

This will depend on how the Ownership Options for Employee Referral program are setup.

Ownership Options:

  • Ownership by Requisition for Employee Referral Program: 

If this ownership setting is selected, the ownership of the employee referrals are applicable only to the job which the referee is being referred to and only the jobs they are referred to.

This ownership setting allows a single referee to be referred to multiple jobs by more than one employee. This setting also means that referees who are referred to the general candidate pool and are not associated to a job requisition are not owned by any employee.

  • Ownership by Duration for Employee Referral Program
    • Employee shall maintain ownership over a referral for N days (this is a sub configuration of selection #2) 

If this ownership setting is selected, the ownership of the employee referrals is for the duration of time, 'N', which is set in the Employee Referral Settings in Admin Center. This means for the specified duration of time, the referee is owned by the employee who has submitted them on any jobs which the referee applies to or is submitted to via various methods(see methods below). This selections also means that the referee can only be owned by one employee at a time during the duration of time.

Ownership by duration is granted by the following ways:

  • Submitting a referee through the general candidate pool
  • Submitting a referee to a specific job requisition

When ownership by duration is selected, a referee is owned by the employee who has submitted them if they are added to a job during the duration of the ownership period if the referee is added to the job using the following methods:

  • Submitted to a job through the Employee Referral Program
  • Forwarded to a job by a recruiting user
  • Self-apply to a job via the external career site

     

•             Can the title “Referral Tracking” from Careers be changed?

No. At this point, it’s not possible to have the title of the Referral Tracking modified.

•             This new functionality allows employees to refer internal employees?

Yes, this feature does allows internal referrals.

  • The referral time will be refreshed every time the user which first referred the person, refer a new job to that person – the system always check the email being referred.
     
  • In Referral Tracking page, what does the button “Add a Referral now!” does?

Adding a referral using this part of the feature would send an email for the referral to create a profile and search for jobs, being added to a Candidate Database and, depending on the ownership set, remain “owned” by the employee. This part of the feature cannot be disabled at this point.

Keywords

Employee referral, Set up employee referral, ERP amount, currency amount not showing, referral tracking , KBA , sf candidate , sf application , sf employee referral , LOD-SF-RCM-CAN , General Candidate Issues (not Offers, not Profiles) , How To

Product

SAP SuccessFactors Recruiting all versions