Overview
Knowlix Referrals is an employee-driven recruitment tool that incentivizes staff to recommend people they know for open positions. Employees earn points as their referred candidates advance through the hiring pipeline, then redeem those points for rewards. The program includes gamification with levels, achievement avatars, and a points shop to keep engagement high. Prerequisites: The Employees, Recruitment, and Website modules must all be active for Referrals to function. Key features:- Point-based reward system tied to recruitment pipeline stages
- Social sharing via email, SMS, WhatsApp, and social media
- Gamified progression with levels and avatar customization
- Alert banner system for program announcements
- Analytics to identify top referrers and most effective channels
Getting Started
The first time a user opens the Referrals module, an onboarding sequence of four slides introduces the program’s key concepts. Read through each slide and click Next to advance. After the final slide, click Start Now to reach the main dashboard. Clicking Skip at any point during onboarding also takes you to the main dashboard. The onboarding sequence repeats on each visit until Start Now is clicked.Customizing Onboarding Slides
Recruitment administrators can modify onboarding content to reflect company branding or messaging. Navigate to Referrals > Configuration > Onboarding. Click any slide to open its form. Edit the Text field to change the message. In multi-company setups, set the Company field to limit a slide to that specific company (leave blank to show to all). Drag slides in the list using the drag handle icon to reorder them.Sharing Job Positions
Employees earn referral points by sharing job openings with their network and having their contacts apply. Points accumulate as referred candidates move through the recruitment stages.Viewing Available Jobs
Click View Jobs on the Referrals dashboard to see all currently published positions. Each job card displays:- Position title
- Number of open spots
- Total points earnable if the referral is hired
- Job description summary
Sharing an Individual Position
From the job listing, each card offers multiple sharing methods: Email - Click Send Email to open a pre-filled message template. Enter the recipient’s address, customize the subject or body if desired, and click Send Mail. The email includes a tracking link so the referral is attributed to you if the candidate applies. SMS - Click Send SMS and enter the recipient’s mobile number. Edit the pre-filled message if needed and send. Note that SMS sending requires available credits in your Knowlix account. WhatsApp - Click Send WhatsApp to share via WhatsApp. WhatsApp integration must be configured in your Knowlix workspace for this option to work. Tracking Link - Click Share Now to copy a personal tracking link to your clipboard. Share this link anywhere - in a chat, on a forum, or in a document. Any application submitted through this link is attributed to you. Social Media - Click the Facebook, X (Twitter), or LinkedIn icon on the job card to share directly to that platform. You must be logged into the respective platform for the share to work.Sharing the Full Job List
To share all current openings at once, click Email a Friend at the bottom of the Referrals dashboard. Enter one or more email addresses (separate multiple addresses with commas) and send. This shares a link to your organization’s complete job listings page with tracking enabled.Referral Points
How Points Are Earned
Points accumulate each time a referred candidate advances to the next stage in the recruitment pipeline. The default point structure is:| Recruitment Stage | Points Earned |
|---|---|
| Initial Qualification | 1 |
| First Interview | 20 |
| Second Interview | 9 |
| Contract Proposal | 5 |
| Contract Signed | 50 |
Tracking Your Referrals
The Referrals dashboard shows:- Total points earned (lifetime)
- Points available to spend (not yet redeemed)
- Count of Referrals (total), Ongoing (in pipeline), and Successful (hired)
- Applicant name
- Job position title
- Assigned recruiter
- Points earned to date
- Progress bar showing earned vs. total possible points
- Stage-by-stage breakdown with checkmarks for completed stages
Levels and Gamification
As points accumulate over time, users progress through levels that change their avatar appearance on the dashboard. The current level is shown below the profile photo in Level: # format. A colored ring around the photo fills with cyan as points accumulate toward the next level. When enough points are earned to level up, a LEVEL UP! prompt appears. Click the prompt, photo, or level text beneath the photo to advance to the next level. Leveling up does not deduct points. After reaching the highest configured level, the ring stays fully cyan and points continue accumulating for rewards.Hired Referral Avatars
When a referred candidate is hired, the user is prompted to choose an avatar for their new “team member.” These avatars appear on the dashboard alongside the user’s own avatar. If multiple referrals are hired before the app is opened, the user is prompted to select avatars for each one in sequence.Modifying Levels
Recruitment administrators can adjust level configurations by navigating to Referrals > Configuration > Levels. Each level has:- Level Name - the display label (can be a number or descriptive title)
- Requirements - total lifetime points needed to reach this level (not incremental from previous)
- Image - the avatar image displayed at this level
Warning: Replacing level images is permanent. The original images cannot be recovered without reinstalling the Referrals module. Use only images with transparent backgrounds.
Modifying Friend Avatars
Navigate to Referrals > Configuration > Friends to manage the team member avatar library. Each friend has a Dashboard Image and a thumbnail image. The Position setting (Front or Back) controls where the avatar appears relative to the user’s own avatar.Rewards
Points accumulated through referrals are exchangeable for rewards configured by administrators.Creating Rewards
Navigate to Referrals > Configuration > Rewards and click New. Reward form fields:- Product Name - how the reward appears in the shop (required)
- Cost - points required to redeem (if left at zero, the reward appears as free)
- Company - in multi-company environments, each company configures its own reward set
- Gift Responsible - the person notified when this reward is purchased; responsible for delivery
- Photo - image shown on the reward card in the shop (recommended)
- Description - visible beneath the reward title in the shop (required)
Redeeming Rewards
Click Rewards on the Referrals dashboard to open the points shop. Each reward card shows:- Reward name and image
- Required point cost in the top-right corner
- Buy button (if enough points are available)
- “You need X more points to buy this” (if points are insufficient)
Alerts
Administrators can post announcements on the Referrals dashboard to keep users informed about program updates, new rewards, or urgent hiring needs.Creating an Alert
Navigate to Referrals > Configuration > Alerts and click New. Alert form fields:- Date From and Date To - the active date range for the alert
- Company - limit to specific companies (leave blank for all companies)
- Alert - the message text displayed in the banner
- On Click behavior:
- Not Clickable - displays text only
- Go to All Jobs - links to the full job listings page
- Specify URL - links to a custom URL you provide
Dismissing Alerts
Users can dismiss individual alerts by clicking the remove icon (X) on the right side of the alert banner. Dismissed alerts do not reappear, even in new sessions.Reporting
Navigate to Referrals > Reporting to access the Employee Referral Analysis report. This report shows referral outcomes by channel (Facebook, LinkedIn, email, etc.) with breakdowns for hired, in-progress, and rejected candidates. Default view shows the current month in a stacked bar chart. The x-axis shows the referral medium and the y-axis shows volume.Identifying Top Referrers
- Switch to pivot view using the pivot icon in the top-right.
- Remove the current filter and add a year filter.
- Click Measures and deselect Earned Points and Employee Referral Refused to focus on hiring outcomes.
- The table shows total referrals and hires per employee.