Employee Portal Configuration - Overview
To configure your Employee Portal, navigate to Admin > Employee Portal > Referrals.
Referrals Tab
Details
Up first, you can set the details:
Enable Gamification - This allows you to use Point, Levels and Rewards within the Employee Portal, all of which can help with engagement and encouraging referral activity.
Allow General Referrals - This option will enable users to share a generic link to the careers site, rather than one for a specific vacancy. If the recipient of the link then applies for a role via the link, the original sharer would receive the referral. To prevent this (and ensure users can only refer for specific roles) untick this option.
Show Progress Bar - This setting allows Employees to track the progress of any referrals they have made, within the Employee Portal interface.
Show Internal Vacancies - This setting allows you to Show Link to Careers Site, which will help to encourage Employees to explore any internal only opportunities you are recruiting for.
Referral Types
Here you can turn different types of referral on or off, as well as ensuring any applications received from these sources are tracked correctly.
Click into each type and set the Active toggle and How Did You Hear About Us fields accordingly.
Who Can Refer?
Here you can set which of your users and Employees are able to make referrals, either by selecting All Users or by adding a filter.
You can filter by any field relating to the Contact or Organisation e.g. Department or Position Type.
You can also use the the Also Restrict option to restrict specific user groups from being able to create a referral, e.g. the main contact for the Vacancy.
Which Vacancies Can be Referred?
The final setting is to specify whether you will accept referrals for all types of roles or only ones of a certain type.
For example, your Referral Program may only apply to full time or permanent positions, so you can use the filter to allow for this.
Internal Mobility Tab
The Internal Mobility module controls three key features within the Employee Portal and Vacancies page of your Website.
🤓 Tip Although part of the Employee Portal, Internal Mobility can be purchased as a standalone product. Please speak to your Account Manager for more information.
Show Internal Vacancies
When this field, contained on the Referrals tab, is set to Show Link to Careers Site, a banner is added within the Employee portal, encouraging users of the Portal to view your internal Vacancies on your main Vacancies page.
Clicking Apply for a New Role within this banner will automatically direct the user to the Vacancies page and apply a filter to show Internal Vacancies only.
Restrict access to Internal Vacancies
Located within the Internal Mobility tab of the Employee Portal settings page, the Only allow Employees to view internal vacancies on Careers Site toggle allows you to restrict who can view Internal Vacancies within your main Vacancies page.
When active, an Internal Vacancies button can be added to the navigation bar of your website - clicking this button will automatically direct the candidate to the Employee Portal login page. Once logged in, they'll be redirected back to the Vacancies page, where internal vacancies will now be displayed.
📌 Note even though they may have a login to the Employee Portal, any Employee who wishes to apply for a new role must still register as a Candidate.
If they already are a Candidate, they will be automatically logged into their Candidate profile.
Restrict access to 'Do you currently work for us?'
As part of the Registration process, all Candidates are asked whether they currently work for your organisation.
By activating the Only allow Employees to select Yes for "Do you currently work for us?" setting, this will force anyone who answers YES to this question to login to the Employee Portal, or fill out a registration form, before they can proceed, thereby proving that they are a current employee.
Gamification - Points, Levels and Rewards
Points, Levels and Rewards are all used if you chose to enable Gamification within your Employee Referral Program. These will allow for your employees to accrue points by completing various tasks, such as sharing on social media, emailing out referral requests or getting referred candidates to register and apply.
You can chose to create your own tasks and allocate a number of points to be scored for each - as the employee then gets points, they can go up levels to spend those points and unlock even better rewards.
To get started with this, you will need to consider:
The tasks that will allow employees to accrue points.
The number of points each task is worth.
What rewards you are prepared to offer and the value of points each are worth.
What levels are required in order to unlock the better / bigger rewards
By introducing levels, you can encourage sustained engagement from your Employees, as they will be able to redeem better rewards over time, by continually participating in your referral scheme!
Points
Navigate to Admin > Employee Portal > Points. Here you'll find the list of Reasons that can be used to award points:
Social Media Share
Email Referral Sent
Referral Accepted
Candidate Registers
New Application
Reviewed
interviewed
Offered
Hired
Click into each Reason and enter the number of Points to award. Click Save when done.
Levels
Levels are defined by you. Open the Levels tab and click New on the toolbar to create a new Level.
Enter the number of points required to reach this level and click Save - Eploy will automatically number each level, ensuring each level is labelled appropriately based on the number of points required.
🤓 Tip If you already have a series of levels in place and want to add another one to the middle e.g. adding an intermediate between 250 and 500, simply add the level as described above - Eploy will automatically adjust the level numbering for you.
Rewards
Rewards are unlocked as Employees progress from one level to another.
Access the Rewards tab and click New within the toolbar to add a new Reward.
Although many of the fields are optional, it's recommended to complete as many of them as you can:
Enter a Title and optionally a Reference and Description
Enter the number of Points required to redeem the reward
Select which Level the reward becomes available
Upload a suitable Image to represent the reward
Mark the reward as Active and click Save once finished.
Each reward is displayed within the Store tab of the Employee Portal.
Referral Email Templates
As part of your Employee Referral Program, you can create standard templates to be used when referrals are sent, as well as to allow your employees to verify their log in details. This will help to streamline the process of both accessing the portal and sending out your referrals.
You can configure your emails within Admin > Employee Portal > Emails
To create a new email, select New from the toolbar. This will give you the option to create one of four required emails:
Employee User Forgot Password - This is the email that is triggered when an Employee used the forgotten password function. When setting up this template, ensure you include the Password Reset URL merge field!
General Referral via Email - This will be the template used when making a general referral . When creating this template, please ensure you include the All Vacancies URL. This will direct the Recipient to the Vacancies page on your website.
Vacancy Referral via Email - This template will be triggered when sharing a specific vacancy, meaning the candidate who clicks it will go to vacancy directly, rather than the search results pages. When creating this template, please ensure you include the Vacancy Website URL to direct the recipient to the Vacancy directly.
Verify Your Email - This template is used when an Employee registers for an account on the portal. When doing so, they will need to verify their email address before being granted access. The Verification Link merge field will allow them to do this, so ensure to include it in your content.
Once you have created your templates, ensure they are marked as Active so they can be received by the recipient!
🤓 Tip Please see this guide for more information on creating Email Templates.