Track Suggestions

Learn how to monitor and manage actions taken by colleagues on candidate suggestions.

Tracking the engagement and actions of your colleagues on candidate referrals is critical to managing a successful employee referral program. This section will guide you through the process of monitoring these activities effectively.

Monitoring Colleague Engagement

Once you have nudged your colleagues, they will be prompted to engage with the Wintro platform, where they will see a list of matches accepted for vacancies you have enabled for referrals. This view is similar to what you see in the Candidates tab, but colleagues can only access specific actions and details about the candidates.

Actions Colleagues Can Take

Your colleagues can take one of several actions on each suggested match:

• Refer: If they know the candidate and believe they are a fit, they can refer them by filling out details on their relationship with the candidate and why they think the candidate is suitable. They will send a personal link to the candidate to apply, which they must confirm they have sent.
• Recommend: If they think the candidate might be a fit but don’t know them well enough to make a direct referral.
• Not a Fit: They can specify why the candidate is not suitable, whether it’s just for this vacancy or for all vacancies.
• Don’t Know: This option is used if they are connected to the person but do not actually know them.

Tracking and Notifications

• Referred Candidates: Once a link is sent by a colleague, that match is removed from others’ lists to prevent multiple referrals for the same candidate. You will receive an email notification, and the candidate will move to the Referred stage in the Candidates tab. You will also see comments from the colleague about their connection to the candidate and why they are a good fit.
• Recommended Candidates: Similarly, when a candidate is recommended, you will receive a notification, and the candidate moves to the Recommended stage, where you can view the colleague’s comments on why they think the candidate might be a fit.
• Not a Fit: Candidates deemed not a fit will appear in the Not a Fit stage, along with reasons provided by your colleagues.

Adding a Referral Manually

Sometimes a colleague will hand you a referral outside of Wintro (over Slack, in a hallway chat, by forwarding a CV). You can record it directly from this page using Add referral in the top right.

The flow walks you through six steps:

1. Choose the colleague who is making the referral. They will be credited as the referrer.
2. Find the candidate by searching LinkedIn from inside Wintro or pasting a LinkedIn profile URL.
3. Select the vacancy the candidate is being referred for.
4. Describe the connection: how the colleague knows the candidate and why they would be a good fit. These notes are the same as what a colleague would fill in when referring from their own dashboard.
5. Enter the candidate’s contact details: email is required; phone, city, CV, and cover letter follow your company’s referral settings.
6. Confirm consent. You must confirm the candidate has agreed to have their details submitted before you can finish.

The candidate is created in your ATS immediately and enters the Referred stage, exactly as if the colleague had submitted the referral themselves. Unless you uncheck Send notifications, the candidate receives the standard referral invitation email and the referring colleague is notified that the referral was recorded on their behalf.

Relinking Candidates to Your ATS

When Wintro can’t automatically match a referred candidate to a record in your ATS (for example, because the candidate applied with a different email address, or the ATS profile was created before the referral), you’ll see a Relink indicator in the Progress column. Click it to open the relink dialog and search for the right candidate by email.

Clicking Relink opens a dialog where you can search for the matching candidate in your ATS by email. Once found, Wintro will take over the stage information from your ATS and continue tracking from there.

Now let’s get some referrals!

This system now allows you to see each candidate as a task that your colleagues can address, providing clarity and ensuring that all potential referrals are evaluated. It also facilitates a structured follow-up on all actions taken, ensuring that no candidate referral is missed.

With your colleagues actively engaging and providing feedback on referrals, you now have a comprehensive overview of the actions needed to run an effective employee referral program.