Automation workflows: Setting up referral notifications

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Available for Roles Super Admin
Permissions • Manage automation workflows
Packages LeverTRM for Enterprise, Advanced Automation add-on

Referral programs are an effective way to leverage the talent networks of your organization's employees and move candidates through the pipeline quickly. As members of your organization submit referrals via Lever, keep them and the referred candidates up to date with automated referral notifications. To learn how automation workflows operate in practice, check out our creating and managing automation workflows


Building referral workflows

Users with Super Admin access or Manage automation workflow permissions can configure notifications for when a referral form has been submitted.

  • Navigate to More > Automation
  • Click + New Workflow

Menu expandeded from More option in navigation bar with Automation option highlighted.

Configuring email notifications when referrals are submitted

You can automate email notifications to referrers and/or referred candidates when a referral form is submitted. In the automation modal, set up the specifications:

When this happens...

  • Referral form submitted

Continue if...

  • Job posting 
    • If you want an email to go out to the referrer or referred candidate the moment a referral form is submitted, then no need to specify any job.
  • is...
  • if value is all of these
  • [Job posting] (e.g. Product Designer, Software Engineer)

Do this...

  • Send email
    • To*: {Referring employee}
    • Fill in the email subject and body with your desired text. You can use auto-text tokens to auto-fill information.

*In this stage you can specify who to send the email to. You can configure the email to send to the {Referring employee} AND/OR the {Candidate}, {Opportunity owner}, {Posting hiring manager}, {Posting owner}. If you want to send separate emails, configure the first automated email and click + Add action to configure additional automated emails.

Automation workflow builder.

+ Add action

  • Send email
    • To: {Candidate} 
    • Fill in the email subject and body with your desired text. You can use auto-text tokens to
    • auto-fill information.

Configuring email notifications when referral opportunities are updated 

You can automate email notifications to referrers and/or referred candidates when a candidate's opportunity advances to a specific stage in your Lever hiring pipeline. In the automation modal, set up the specifications:

When this happens...

  • Opportunity Stage Changed

Continue if...

  • Opportunity
  • has stage...
  • if value is one of these
  • [Stage](e.g. Recruiter Screen, Hiring Manager Review) 

Automation workflow builder.

Continue if...

  • Opportunity
  • has origin...
  • If value is one of these
  • Referred

Automation workflow builder.

Do this...

  • Send email
    • To*: {Referring employee} 
    • Fill in the email subject and body with your desired text. You can use auto-text tokens to auto-fill information.

Automation workflow builder.

*In this stage you can specify who to send the email to. You can configure the email to send to the {Referring employee} AND/OR the {Candidate}, {Opportunity owner}, {Posting hiring manager}, {Posting owner}. If you want to send separate emails, configure the first automated email and click + Add action to configure additional automated emails.

+ Add action

  • Send email
    • To: {Candidate} 
    • Fill in the email subject and body with your desired text. You can use auto-text tokens to
    • auto-fill information.

 

Tip: in your referral-related emails, include a {{job posting link}} placeholder. When an employee clicks on this link, they will be taken to the job posting on your Lever job page.

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Stopping referral notifications

 

As of Nov 17th 2023, 'Referral activity' in users' email notifications settings will be set to on (checked). This will enable them to receive referrals related emails set up by their companies as part of automated workflows with 'Referring employee' as the dynamic recipient.

This will impact new referral forms submitted and referral opportunities whose stages were updated post Nov 17th, 2023 (depending on the condition of the Automation that was set). Users/referrers who have previously turned this setting off will not receive notifications emails.

Users can configure their own settings to unsubscribe from referral related emails.

  • Navigate to Settings > My account > Email notifications
    • Uncheck Hired referrals to unsubscribe from email notifications for hired referrals
    • Uncheck Referral activity to unsubscribe from email notifications for referral updates
    • Uncheck New referral to unsubscribe from email notifications for new referrals to job postings you own

Lever email notifications settings with arrows pointing to Hired referrals, Referral activity and New referral in the checklist.

 

Tip: in your referral-related emails, include an {{Unsubscribe from email notifications link}} placeholder. When an employee clicks on this link, they will be taken to their Lever Settings page where they can configure their email notifications.
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