Referral Management in Odoo 18

The Odoo Referrals module streamlines employee referral management by enabling users to share job openings with friends and track candidate progress through recruitment stages. Employees earn points as their referrals advance, which can be redeemed for rewards configured by admins. 

The module features an interactive dashboard for monitoring referrals and points, automated job sharing with tracking links and detailed reporting tools for HR managers to analyze referral effectiveness. Onboarding guides users through the process, while customizable configurations allow companies to tailor referral levels, alerts and rewards to their needs.

Features

• Share individual job positions via email, SMS, WhatsApp, social media (Facebook, X, LinkedIn)
• Share all open job positions via a single email to multiple recipients
• View all published jobs with detailed job cards including title, open positions, points and descriptions
• Sharing is enabled only after onboarding slides are viewed or skipped
• Earn points for referrals at various recruitment stages (Initial Qualification, Interviews, Contract Proposal, Contract Signed)
• View total points earned and points available to spend on the dashboard
• Track ongoing and successful referrals with detailed referral cards
• Default total points for a successful referral is 85 points (customizable)
• Create and configure rewards redeemable with referral points
• Reward cards display cost, description and photo
• Employees can purchase rewards if they have enough points, points are deducted upon purchase
• Rewards can be configured per company in multi-company environments
• Post important messages (alerts) on the main dashboard visible for a specified duration
• Alerts can be company-specific or global
• Alerts may include clickable links (to all jobs or custom URLs)
• Users with admin rights can create, notify users via email or dismiss alerts
• Administrators can access detailed reports showing referral sources (Medium) and recruitment stages
• Bar charts display referrals by source, including hired, refused and in-progress applicants
• Pivot tables allow analysis of employee referral performance over custom periods
• Reports can be exported to spreadsheets in the Documents app for deeper analysis

Key Benefits 

• Encourages employees to participate in recruitment through rewards
• Makes sharing job openings easy across multiple platforms
• Helps find better candidates by tracking referral progress
• Offers reports to improve hiring decisions

Referrals Management Workflow

Referrals Master Management

• Rewards
• Levels
• Friends
• Alerts
• Onboarding

Rewards

Overview

The Rewards feature in Odoo’s Referrals module allows employees to exchange earned referral points for tangible rewards. Administrators configure the available rewards, including their point cost, descriptions and responsible personnel. This gamified incentive system boosts employee participation in the hiring process and is the only setup required after installing the Referrals app.

Process Flow

Business Rules / Features

• The Rewards Name is mandatory
• Only users with Administrator rights can create or edit rewards
• Cost (points) must be assigned to each reward; otherwise, the system sets it as zero (free) by default
• Photos and descriptions are recommended to enhance presentation in the reward shop
• Company field must be set for multi-company environments to control reward visibility
• A Gift Responsible must be assigned to handle delivery when a reward is redeemed
• Points are deducted automatically upon reward redemption
• Employees can only redeem rewards if they have enough points
• Once redeemed, rewards cannot be canceled or refunded via the interface

Screenshot

Rewards Tree View

Rewards Form View

Levels

Overview

In Odoo Referrals module, Levels gamify the referral process by allowing users to visually “level up” as they accumulate referral points. Each level corresponds to a unique avatar image, adding a motivational and fun element to employee engagement. Levels reflect achievement milestones but do not affect the referral process functionally.

Process Flow

Business Rules / Features

• The Level Name is mandatory
• Only users with Administrator rights can create or modify levels
• Each level must have a level name, required point threshold and optionally an image

Screenshot

Levels Tree View

Levels Form View

Friends

Overview

The Friends feature in the Referrals app allows Admin users to customize the avatars that appear alongside the user’s superhero character in the referral dashboard. These friend avatars enhance user engagement and gamify the referral experience. Customization includes modifying the friend’s name, image (dashboard & thumbnail) and position (in front of or behind the avatar).

Process Flow

Business Rules / Features

• The Friend Name is mandatory
• Only users with Administrator rights can create or modify Friends
• Each friend has a Dashboard Image, Thumbnail Image, Friend Name and Position that can be edited
• The Friend Name is only used internally in the configuration menu and is not visible to end users
• The Position of a friend can be set to either Front or Back, determining their placement relative to the user avatar
• Hovering over an image reveals Edit and Clear icons for changing or removing the current image

Screenshot

Friends Tree View

Friends Form View

Alerts

Overview

The Alerts feature in the Referrals app allows Administrators to display important messages on the top of the dashboard. These alerts are time-bound, company-specific (optional) and can include clickable links or navigation options. Alerts can also be communicated via email directly to users, and users can dismiss alerts they no longer wish to see.

Process Flow

Business Rules / Features

• The Alert Name is mandatory
• Only users with Administrator rights can create, edit, or delete alerts
• A maximum of two alert banners appear at the top of the Referrals dashboard above the user’s avatar
• Each alert requires a start date (Date From) and end date (Date To) to control its visibility period
• The Company field allows alerts to be shown either to all users or restricted to users of a selected company (in multi-company environments)
• Alerts can be configured with clickable actions:
• Not Clickable – displays plain text with no link
• Go to All Jobs – links to the current job listings page
• Specify URL – links to a custom URL entered by the administrator
• When Specify URL is selected, an additional field appears to input the desired link
• After creating an alert, administrators can click the Send Mail button to email the alert to users

Screenshot

Alerts Tree View

Alerts Form View

Onboarding

Overview

The Onboarding feature in the Referrals app provides a gamified and visual introduction to new users through a series of four interactive slides. These slides explain how the referral system works, including job sharing, point collection, and competition. Onboarding runs automatically the first time a user opens the app and continues to reappear until all slides are viewed and the Start Now button is clicked. Admins can fully customize onboarding slides, including the text, image, sequence, and target company.

Process Flow

Business Rules / Features

• The Onboarding Text is mandatory
• Onboarding automatically displays when the Referrals app is opened for the first time by a user
• The Sequence and company need to be configured

Screenshot

Onboarding Tree View

Onboarding Form View

Referrals Management

• Share job positions
• Earn Referral points
• Redeem rewards
• Referrals Dashboard

Share Job Positions

Overview

The Referrals module in Odoo allows users to share open job positions through multiple channels to earn referral points. Users can share individual jobs or the full job list via email, SMS, WhatsApp, tracking links, and social media platforms such as Facebook, X (Twitter), and LinkedIn. This helps boost referral engagement and simplifies applicant tracking using individualized referral links. Sharing becomes available after onboarding is completed.

Process Flow

Business Rules / Features

• Job sharing is available only after onboarding is completed or skipped
• Users can view and share only published job positions
• Jobs can be shared via Email, SMS, WhatsApp, tracking link, or social media (Facebook, X, LinkedIn)
• Each job card shows the title, open positions, referral points, and description
• Referral tracking links are automatically generated for each sharing method
• Email templates are pre-filled and can be customized before sending
• SMS and WhatsApp require setup and may involve additional costs (e.g., IAP credits)
• Users can copy a referral link using the Share Now button
• Users must be logged into social platforms to share via Facebook, X, or LinkedIn
• The full list of jobs can be shared using the “Email a Friend” option from the dashboard

Screenshots

All Jobs View

Share Job Positions View

Earn Referral Points

Overview

The Referral Module in Odoo allows employees to refer candidates for job openings and earn referral points based on the progress of the candidate through the recruitment stages. These points can later be exchanged for rewards. The module provides a user-friendly dashboard to track total and spendable points, referral statuses, and progress of each referred candidate.

Process Flow

Business Rules / Features

• Employees can earn points by referring candidates through the Referrals module
• Points are awarded based on the candidate’s progression through specific recruitment stages
• The referral stages and their default point values are configurable
• The maximum total points per referral is 85 points (by default)
• Each referral card shows the applicant’s name, job position, recruiter, and points earned
• A progress bar on each referral card displays earned vs. total possible points
• Green checkmarks appear next to stages that have been completed and awarded points
• The referral dashboard displays (Total Points Earned & Points To Spend)
• Referrals are categorized into (Referrals, Ongoing and Successful)
• Hired badge with a green stripe indicates a successful referral
• An In Progress badge indicates that the referral is still active
• Earned points can be redeemed for rewards within the Referrals application

Screenshots

Referral Category View

My Referral Screen View

Redeem Rewards

Overview

The Redeem Rewards feature in Odoo’s Referral module allows employees to use their earned referral points to purchase rewards. Each reward has a point value, and only users with enough available points can redeem them. The system dynamically updates available rewards based on the user’s current point balance, ensuring a smooth and interactive reward redemption experience.

Process Flow

Business Rules / Features

• Users must accumulate referral points in order to redeem rewards
• Each reward has a predefined point cost, which is shown on the reward card
• All rewards are displayed in the Referrals dashboard under the “Rewards” section, each in its own card
• A Buy button appears on a reward card only if the user has enough points to purchase that reward
• If the user lacks sufficient points, the card shows a message indicating how many additional points are needed
• Clicking the Buy button triggers a confirmation pop-up asking the user to confirm or cancel the purchase
• After a successful redemption, the interface updates the available points and adjusts which rewards are currently purchasable
• The system dynamically manages reward availability and button visibility based on the user’s real-time point balance.

Screenshots

Rewards Button View

 Buy Rewards View

Referral Dashboard

Overview

The Referral Dashboard provides users with a centralized interface to track their referral activities, view rewards, and engage with new job listings. It displays key metrics like earned points, points available to spend and user referral level. The dashboard also offers quick actions such as viewing jobs, emailing friends and accessing rewards, along with onboarding slides to guide new users.

Features

• The dashboard displays alert messages such as “New Job Listed!” and “Earn Referral Points!” to notify and motivate users
• Onboarding slides are provided to guide new users through the referral process and key dashboard features
• The total number of referral points earned is shown clearly under “Total Points Received.”
• The number of points currently available for redeeming rewards is displayed under “Points to Spend.”
• The user’s current referral level is shown to indicate their progress and engagement
• Referral categories are available to help users browse and manage different types of job listings
• A View Jobs button allows users to quickly access and explore available job opportunities
• An Email a Friend button lets users refer job listings to friends directly via email
• A Rewards View button gives users access to the list of rewards they can redeem with earned points

Screenshots

Dashboard View

Dashboard Onboarding View

Dashboard Alert View

Referral Reports Management 

• Referral Analysis
• Points

Referral Analysis

Overview

In Odoo, assets can be modified by disposing, selling, pausing, re-evaluating or adjusting depreciation values. These actions update the asset’s value and depreciation schedule, post necessary journal entries, and take effect from the specified date. Increases create a new asset entry, while decreases update future depreciation.

Features

• Displays referral data by source (Medium) such as Email, LinkedIn, Facebook, etc.
• Uses a stacked bar chart to show applicant statuses: Hired, In Progress and Not Hired (Refused)
• Provides real-time insights into which mediums generate the most successful hires
• Includes a default filter set to the current month for quick access to recent data
• Hover feature shows detailed metrics for each segment of the chart
• Allows switching to Pivot View for deeper analysis by employee or referral outcome
• Supports custom filters by time period (e.g., current year, specific months)
• Enables filtering and hiding of metrics like Earned Points or Refused Referrals to focus on hires
• Identifies top referrers by showing number of total referrals vs. hired applicants
• Pivot table data can be inserted into a spreadsheet in the Documents app for reporting or sharing
• Supports exporting reports to new or existing dashboards/spreadsheets via the “Insert in Spreadsheet” option
• Helps recruitment teams evaluate employee performance in referrals and optimize sourcing strategies

Screenshots

Referral Analysis Report Graph View

Referral Analysis Report Pivot View

Points 

Overview

The Referral Points tracks referral activities by showing detailed points awarded to users for candidates progressing through various recruitment stages. It provides transparency on how points are allocated per candidate, per stage and allows monitoring of users’ earned points over time.

Features

• Points earned for referrals are consistent across all job positions
• Displays a list of users (referrers) alongside their referred candidates (partners)
• Shows the recruitment stage each candidate is currently in (e.g., New, Initial Qualification, Interviews, Contract Signed)
• Records the points awarded to users for each candidate at each recruitment stage
• Displays the last updated timestamp for each points entry to track recent activity
• Supports negative point entries to account for point deductions or corrections
• Enables filtering and paging to view points data in manageable batches (e.g., 1-15 of 15 records)
• Provides an overview of user referral performance and how points correlate with recruitment progress
• Helps managers analyze and validate the points distribution based on candidate status
• User-friendly interface with options to exit full-screen mode for improved navigation

Screenshot

Points View