Guide to Referral Networks of the ATS

With the Applicant Tracking System, you can create, automate, and maintain a personalized referral system. With the click of a button, you can notify employees, vendors, veterans, training groups, trade schools, and other community organizations about job opportunities via email. The selected referral networks for a job posting will receive an email overnight following the job being posted. This is an easy, effective, and documented process to leverage relationships to fill open positions and satisfy contract compliance requirements. Reporting on these good faith efforts is also included with the ATS.

Table of Contents

• Navigating to Referral Networks
• Add a New Referral Network
• View Referral Network Contacts
• Adding a Member/Contact to a Referral Network
• Editing Referral Network
• Viewing and Reactivating a Deactivated Referral Network
• View Referral Network Contact Log
• Create Import File

Navigating to Referral Networks

• All configurations to Referral Networks are done from the "Referral Networks" sub-menu found under Administration. To begin, click Administration from the menu bar.

  

• Click Referral Networks on the left-hand side.

  

• When you arrive, you will see previously created Referral Networks, if any.

  

Add a New Referral Network

Adding a new referral network allows you to more easily manage groups that you want to notify about job opportunities. 

1. Click the Add Referral Network button.

   

2. A new pop-up will appear. Enter a Referral Network name and select an email template to be sent when this referral network is selected. For assistance with email templates, you can refer to the following article.

   

3. Click the Add Referral Network button when finished.

View Referral Network Contacts

1. Click List Members for the desired network.

   

2. A list of all contacts in that referral network will appear.

   

3. Actions can be performed on the contacts using the action links.

Adding a Member/Contact to a Referral Network

1. Click List Members for the desired network.

   

2. Click Add Member.

   

3. Enter the information for the referral network member.

   

4. Click Add Referral Network Member.

Editing Referral Network

Edit Referral Network Name

1. Click Edit for the desired referral network to edit.

   

2. Make changes to the name or email template. For assistance with email templates, you can refer to the following article.

   

3. Click Save Changes when done.

Edit Contact Information

1. Click List Members for the desired network to edit contacts.

   

2. Find the desired contact and click Edit for that contact.

   

3. Make changes for the referral network member.

   

4. Click Save Changes when done.

Deactivate a Referral Network

1. Click Deactivate for the desired Referral Network.

   

2. A pop-up will appear asking if you are sure you want to deactivate the network. Click OK.

   

3. A confirmation message will appear when the Referral Network has been deactivated.

   

Viewing and Reactivating a Deactivated Referral Network

1. Click YES/NO to view deactivated Referral Networks.

   

2. Click Activate for the deactivated Referral Network.

   

3. A pop-up will appear asking if you are sure you want to reactivate the network. Click OK.

   

4. A confirmation message will appear when the Referral Network has been reactivated.
   

View Referral Network Contact Log

For a Single Referral Network

1. Click View Contact Log for the desired referral network.

   

2. A new pop-up will appear. Select a date range and click Refresh Log.

   

3. When done click Close.

   

For an Individual Referral Network Member

1. Click List Members for the desired network.

   

2. Find the desired contact and click View Log for that contact.

   

3. A new pop-up will appear. Select a date range and click Refresh Log.

   

4. When done, click Close.

   

Create Import File

To upload referral network members to your ATS, the file must be in the correct format. We have made an attempt to understand the most common file formats like the following, which do not require any other manipulation.

Outlook Contacts Export File

Simply export your contacts from Outlook and upload that file into your ATS. We've taken steps to ensure that our system "understands" this Outlook export format (.CSV) and that we'll locate the proper fields and information for your list.

LinkedIn Contacts Export file

Simply export your contacts from LinkedIn and upload that file into the ATS. We've taken steps to ensure that our system "understands" this LinkedIn export format (.CSV) and that we'll locate the proper fields and information for your list.

1. Login to LinkedIn.
2. Click Contacts in the menu at the top of the page.
3. Click Export connections located at the bottom right part the page.
4. Choose the Outlook export CSV file format. Then click the Export button.
5. The exported file provided to you here can directly be uploaded on this page.

Other Lists

You can manually create or add any other list into the Outreach List function. The file format you upload must be .CSV (not .XLS, not "Tab Delimited") and the headers for each column must match the field names below:

• Email_Address - Required
• First_name - Optional
• Last_name - Optional
• City - Optional
• State - Optional
• Zipcode - Optional
• Phone_number - Optional
• Organization_name - Optional
• Description - Optional

Import File

1. Click Import Members in the Action column of the desired Referral Network.

   

2. A pop-up will appear. Drag and drop the contact list/file onto the give space or click [Click here to select files].

   

3. After the file has been uploaded, it will be parsed and you will be given a preview of the parsed data below before committing the data.