WhatsApp HR Referral
Manage employee referral program and send automated notifications via WhatsApp to improve recruitment quality.
WhatsApp HR Referral Overview
The WhatsApp HR Referral module integrates WhatsApp Business API with Odoo HR to automate employee referral programs. Employees receive notifications about new job openings, referral status updates, and referral bonuses via WhatsApp. Increase referral program participation by 65% and candidate quality by 50%.
Key points
• Send new job opening notifications to all employees
• Employees refer candidates directly via WhatsApp
• Real-time referral candidate status updates
• Notify referral bonuses when candidates are hired
• Track number of referrals and success rate
• Gamification with top referrer leaderboard
Key Benefits
Key points
• Increase referral program participation by 65%
• Improve candidate quality by 50% through internal referrals
• Reduce recruitment time by 40% with quality candidate sources
• Save 60% recruitment costs compared to headhunters
• Increase employee engagement with company
• Build referral culture and opportunity sharing
New Job Opening Notifications
When new job openings are available, automatically send notifications to employees via WhatsApp:
Key points
• Position name, department, and brief job description
• Job requirements and necessary skills
• Referral bonus amount for this position
• Detailed job description link on Portal
• "Refer Candidate" button to quickly send information
• Application deadline and expected hiring timeline
Candidate Referral Process
Steps
1. Employee receives job opening notification via WhatsApp
2. Employee clicks "Refer Candidate" or replies to message
3. Send candidate information: Name, Email, Phone, CV
4. System automatically creates Applicant in Odoo HR
5. Attach referrer information to candidate profile
6. Send confirmation of received referral to employee
7. Update candidate status through each recruitment stage
Candidate Status Updates
Referrers receive automatic updates about their candidates:
Key points
• Application received and under review
• Candidate invited for first interview
• Candidate passed interview round
• Candidate received offer and considering
• Candidate accepted offer and onboarding
• Candidate not suitable with specific reason
Referral Bonus Notifications
When candidate is successfully hired, send bonus notification:
Key points
• Confirm candidate has officially onboarded
• Specific referral bonus amount
• Bonus receipt time (after probation or immediately)
• Bonus form (salary, transfer, gift)
• Thanks from HR and leadership
• Encourage continued quality candidate referrals
Job Opening Segmentation
Send selective notifications to employee groups:
Key points
• Technical positions - Send to Engineering team
• Sales positions - Send to Sales & Marketing team
• Management positions - Send to Seniors and Managers
• Entry-level positions - Send to all employees
• Urgent positions - Send with higher bonus
• Customize audience by department, seniority, location
Flexible Referral Bonuses
Configure bonus levels by position and conditions:
Key points
• Fixed bonus by position (Junior: $500, Senior: $1000, Manager: $2000)
• Bonus as % of candidate first month salary
• Increasing bonus by recruitment difficulty
• Extra bonus for urgent or hard-to-fill positions
• Milestone bonus: 50% after probation, 50% after 6 months
• Special bonus for top referrer of month/quarter
Referrer Leaderboard
Gamification to encourage employee participation:
Key points
• Top referrer leaderboard by month/quarter/year
• Number of referred candidates and success rate
• Total bonuses received from referral program
• Badges and titles for outstanding referrers
• Special rewards for top 3 referrers
• Send leaderboard via WhatsApp monthly
Customizable Message Templates
Create appropriate templates for each stage:
Key points
• New position template - Attractive and clear
• Referral confirmation template - Thanks and commitment
• Status update template - Transparent and timely
• Bonus notification template - Congratulations and encouragement
• Candidate rejection template - Polite and encouraging
• Referral reminder template - Not spam, valuable
Referral Program Rules
Establish clear and fair rules:
Key points
• Who can participate: Permanent employees after probation
• Valid candidates: Not applied in last 6 months
• Bonus conditions: Candidate onboards and passes probation
• Quantity limit: No limit on number of referrals
• Duplicate handling: First referrer gets credit
• Conflict of interest and ethics regulations
Integration with Recruitment Process
Seamless connection with Odoo Recruitment:
Key points
• Automatically create Applicant from referral information
• Tag "Referral" and referrer name
• Prioritize reviewing referral applications
• Track conversion rate from referral to hire
• Analyze candidate quality by referral source
• Referral program ROI reporting
Periodic Reminders
Send reminders to maintain engagement:
Key points
• Monthly reminders about open positions
• Highlight urgent positions with high bonuses
• Share success stories of successful referrals
• Update changes to referral program
• Announce referral events and workshops
• No spam - maximum 2-3 messages/month
Handle Employee Responses
Two-way interaction via WhatsApp:
Key points
• Employees ask about job opening details
• Advise on suitable candidates for positions
• Ask about process and review timeline
• Feedback on referral program
• Report issues or suggest improvements
• Chatbot automatically answers FAQs
Dashboard and Reports
Track referral program effectiveness:
Key points
• Number of referrals by month/quarter
• Conversion rate from referral to hire
• Average recruitment time for referrals
• Cost per hire (referral vs other sources)
• Top referrers and their contributions
• Referral program ROI vs budget
Integration with Other Modules
Key points
• HR Recruitment - Manage candidates and recruitment process
• HR Employee - Track referrer information
• Payroll - Automatically calculate referral bonuses in salary
• CRM - Track candidate sources and quality
• Website - Online candidate referral form
• Survey - Referral program surveys
Referral Program Onboarding
Guide employees to participate effectively:
Key points
• Send welcome message introducing program
• Instructions on how to refer candidates via WhatsApp
• Explain rules and bonus conditions
• Share tips to find and refer quality candidates
• FAQ about referral program
• Link to Portal with detailed information
Handle Unsuitable Candidates
Politely notify when candidates are not selected:
Key points
• Thank employee for referral
• Briefly explain reason for not suitable
• Encourage continued referrals of other candidates
• Suggest more suitable candidate types for next time
• Do not discourage employee
• Still acknowledge referrer effort
Security and Privacy
Key points
• Only send recruitment information to internal employees
• Protect referred candidate information
• Comply with GDPR on personal data
• Do not share sensitive information via WhatsApp
• Encrypt CV and candidate profile information
• Allow employees to opt-out of notifications
Best Practices
Key points
• Notify new positions immediately when recruitment opens
• Update candidate status timely and transparently
• Pay bonuses quickly after meeting conditions
• Acknowledge and thank all referrals, even unsuccessful ones
• Organize appreciation events for top referrers
• Continuously improve program based on feedback
• Ensure fair and transparent process
• Create positive referral culture in company
Common Error Handling
Key points
• Message not sending: Check employee phone number
• Incomplete candidate information: Request additional details
• Duplicate referrals: Apply first-come-first-served rule
• Bonus disputes: Have clear resolution process
• Template rejected: Comply with WhatsApp policies
• Employee spam referrals: Set reasonable limits
Important Terminology
Key points
• Referral - Candidate referred by internal employee
• Referrer - Person who refers candidate
• Referral Bonus - Bonus when successful hire
• Conversion Rate - Rate from referral to hire
• Applicant - Candidate who submitted application
• Onboard - Candidate officially joins company
• Gamification - Apply game elements to referral program
• ROI (Return on Investment) - Program investment effectiveness