Employee Referrals with Forms

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Welcome to your quick-start guide to running an Employee Referral program on Beekeeper. The topics covered here will help you communicate, collect, and manage employee referrals to help you fill open positions faster and keep your team fully staffed. 

In this article you will find the following information:

• How to collect and store employee referrals with Forms:
  • How to set up an Employee Referral form and process submissions
  • How to launch and communicate your employee referral program 
  • How to add shortcuts
  • How to export form submission results
  • How to add documents to the Document Library
  • How to track referral submissions and new hires

Getting started with Beekeeper

If you’re new to Beekeeper, please take a moment to learn the basics here. Even if you mainly want to use the platform for employee referrals, it’s important to know the essentials.

To get started, you’ll need to give your employees secure access to the app. You can do this by adding users. Find out more in our quick-start article on adding users to Beekeeper. 

If you’re already a pro Beekeeper administrator (go you!) please read on…

Using forms to collect employee referrals 

Forms can be used to digitally collect responses from your employees. You can create different forms for different needs, such as collecting employee referrals for open positions or enabling employees to send you questions related to your referral program. 

To learn how to set up new forms, check out this article.

We’ve attached a template below to help simplify the creation of your Employee Referral form. Feel free to set up your form based on our template or adjust the questions to capture information relevant to the needs of your organization. 

If you’d like to have the Employee Referral form uploaded directly into your account, you can do so by requesting to add the Forms for HR Marketplace integration with your Customer Success Manager or via Support. 

Once you’ve set up your required forms, your employees can access them on mobile or in the web app. You can also send them the link to a specific form in a Campaign or chat message.

Processing Submitted Forms

Once you’ve created your forms, you can add a variety of automation, which will enable you to define what will happen once an employee submits a form. 

By clicking “Connect Submissions” from your Forms dashboard, you can set up form submissions to be automatically sent to the right people—in a Stream, Chat, as a PDF to Email, or via a Webhook to an external tool. That way, relevant HR members or managers will be instantly notified about new referrals and can quickly follow up.

You can also automate a response to your employees so they know that the form submission was successful and their candidate referral is being reviewed. To do so, simply set up a Workflow to trigger a personal chat message upon the receipt of a submitted employee referral form. 

Workflows enable you to digitize and automate common processes. Learn more about how to set up a Workflow here. 

Sharing forms with your workforce

Once your Employee Referral forms are set up and submission processing has been automated, it’s time to share them with your workforce!

You’ll need to get familiar with creating links for your forms. To do this, click on the cog icon to the right of your form, select “share form” and copy the link. 

Creating buzz around your process

Here’s how to get your Employee Referral Program rolling in Beekeeper.

Get the word out

Share your form link and introduce your Employee Referral Program in a stream post, confirmation campaign, or chat message. 

For example, why not create a dedicated Employee Referrals Stream in Beekeeper to share job openings company-wide? Here you can announce your Employee Referral Program, promote open positions, link relevant forms, and more—giving employees a single destination for all staffing updates.

Add to Shortcuts

To make your Employee Referral form accessible to your employees in the app, add them as Shortcuts. To add a Shortcut, copy your form link, go to Toolbox → Shortcuts, and create a new Shortcut with the link. The first 8 Shortcuts you add will be visible in the Shortcuts widget on the Home screen.

To learn how to create shortcuts, check out this article.

Share with a QR code

To share the form via QR code:

1. Go to your list of forms in the admin dashboard.
2. Click on the cog icon and select Share Form → Get QR Code 
3. Print the QR code and make it available throughout your facilities

Create a Campaign

If you want to get confirmation that employees have read your message, send a campaign. Campaigns can be a great way to inform your team about your Employee Referral Program, notify team leads about open roles, and remind employees to refer candidates from their networks. 

Once you set up a campaign, it’ll be sent with a push notification and appear in the personal chat inbox of each recipient. Recipients must click a button to confirm they received the message, and you can follow up with any non-responders. You can send a campaign to your whole workforce, or to any combination of groups. To learn how to create campaigns, check out this article.

Share in Chats

To share the form link in a chat message:

1. Go to the chat function, open a chat with the employee to whom you want to send the link.
2. Paste the link into the text field and send.

To learn more about Chats, check out this article.

Pin to the Home Screen

To highlight an important form on the Home screen, you can contact your Beekeeper CSM or Customer Support and request the Pinned Posts widget. 

Exporting form submissions

You can download the form submission results in an Excel format to save locally on your desktop or to further process the data. To export the submission results:

• Go to the admin dashboard.
• Click on Toolbox and then on Forms on the left side navigation bar.
• In the list of forms, click on the cog icon on the right side of the form you want to export, and then on “Export results”.

Adding documents to the Document Library

You can upload job descriptions for open positions and your Employee Referral policies and guidelines directly to our Document Library to make resources easily accessible for employees. 

To learn how to add documents to the Document Library, check out this article.