Updated in February - 2025 | Subscribe to watch greytHR how-to video
Employee referrals are a valuable source of talent for organizations. Encouraging employees to refer candidates for open positions helps in faster hiring and ensures a better cultural fit. The greytHR Request Hub simplifies the employee referral process by providing a structured workflow to handle such requests efficiently.
The system automates referral submissions, tracking, and coordination with the recruitment team, reducing manual effort for HR.
Managing employee referrals involves collecting candidate details, verifying their eligibility for the position, and coordinating interviews and follow-ups with the recruitment team. However, without an automated workflow to manage submissions, verifications, and follow-ups, the process can become time-consuming and less efficient.
Employee (Referral Initiator)
HR/Recruitment Team (Request Reviewer and Coordinator)
Admins can configure a customized workflow policy for employee referrals using the greytHR Request Hub.
From the Admin portal, go to Workflow > Setup > Workflow Levels.
Click Add Workflow Levels.
Under General Settings:
Select the Workflow Type as Request Hub.
Enter the Policy Name as Employee Referral Workflow Policy and provide Policy Description.
Select the Request Type as Employee Referral Request.
Note: You can click the Edit icon to add or modify request types according to your company’s requirements.
Choose the desired Employee Filter.
Click Save Policy and Next to proceed to the Workflow Levels settings.
Select the Workflow Initiator as Employee.
Click Add Task to create a task list for the initiator. Tasks may include
Entering candidate details.
Upload candidate resume.
Click Add Form to create a customized form for the reviewer.
Click Save.
Select the Make Attachments Mandatory for Reviewer checkbox if applicable.
Click Save to finalize the task creation.
Similarly, you can create a task list for the selected reviewer. Click Add Task. Tasks may include
Reviewing the Candidate Profile.
Checking Eligibility and Experience Criteria.
Verifying Employee Referral Bonus Eligibility.
Forwarding to the Hiring Manager for Further Processing.
Note: Repeat these steps to add more tasks for reviewers.
Select the required number of Levels (1 Level/2 Levels/3 Levels/4 Levels/5 Levels).
Select Application Actions based on your requirements.
Available actions for reviewers include:
Approve & Forward: Approve the request and forward it to the next reviewer (available when multiple reviewers exist).
Reject: Reject the request (available for all reviewer levels).
Auto-forward Due Days: Specify the number of days after which, if the reviewer does not take action, the task automatically moves to the next-level reviewer.
Click Next to proceed to Workflow Policy Settings.
Select the Escalation Duration and Escalation Point. If the final reviewer does not take action within the specified duration, the request escalates to the designated escalation point.
Enable Initiator Actions, such as:
Initiator can reopen the workflow.
Enable auto-close based on your requirements.
Click Review and Submit to finalize and create the workflow policy for employee referral request activities.
After creating a Request Hub policy, you need to activate it to reflect in the greytHR ESS portal. Click the Activate button on the policy card and choose the required date.
You cannot edit the policy after activation, but you can delete it by clicking Delete. The request also gets deleted from the greytHR ESS portal.
Once the workflow is set up, employees can initiate referrals for open positions from the greytHR ESS portal by navigating to Request Hub.
Select the Request Type as Employee Referral Request.
Add Remarks and set the Priority Level.
Add a CC if you want to notify another employee.
Complete the task, fill out the form, Mark as Completed, and save the changes.
Click Submit.
Once the employee submits the Employee Referral request, it is sent to the designated reviewers (such as managers, recruitment team, or HR admins) for approval.
To review and take action on employee referral requests log in to the greytHR ESS portal and go to To Do > Review.
Click Request Hub.
Select the required request and click View Details.
On the Review Request page, complete the assigned task if any.
Note: You can view the previous actions under the Event Timeline section.
Click Accept/Reject.