Situation:

A referral needs to be approved by the manager of the referring department (Office A) before it can be processed by the department that normally services the referral (Office B).

Solution:

1. Route the referrals directly to the manager of the referring branch/office/department. In other words if the referral is originating from Office A, then the employee needs to send the referral to Office A instead of Office B. Set up the product for manager gatekeeper so that the manager of Office A will be the only person that can take action on the referral after it is initially sent.

2. Have the manager of Office A review the referral, and if its approved, the
manager of Office A will Re-Route the referral to the correct office that services the referral (Office B).

3. As a nice plus, you can have the manager of the referring department (Office
A) add some notes to the effect of why it was approved, etc, which will help
the person in Office B understand that this referral is ready to be processed
and why its been approved perhaps.

4. If the referral was NOT approved then simply have the manager of
Office A update the referral business outcome to NOT QUALIFIED, NO SALE, and
of course, add notes why it was not approved.

This technique will generate some nice built-in documentation in the form of log updates during the Re-Route for your referral tracking system.

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The best way to do that right now would be to setup a special department with just that one employee and make that employee the manager of this department. Setup the product with Manager Gatekeeper = Y and map the product only to this new department. Referral Trak will have a new Product Group reporting facility that will allow reports to be pulled based on groupings of products independent of Product Categories. This means that you can split up the products across multiple virtual departments without affecting your ability to generate aggregated or correct product-driven reports.

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Can I just put the branch telephone number for where they work?

Yes, not every person needs to have a phone number. Inputting the branch or department phone number is fine.

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Refer to the Security section of this site for a good overview of all security-related topics. Here is a link to the password requirements section:

Password Requirements

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Can I put a generic one for some or their branch manager's address?

Yes -- whatever email addresses you enter will be used for Referral notifications. So its important that your employees that receive referrals have correct email addresses. If you are using Service Center you will also want to enter email addresses for your users. Remember users can use the My Profile tool to edit and add their own email addresses at a later date.

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Each user needs to have an account, but you can make all user names unique and all passwords the same. The only caveat is the lack of security with this solution.

For this reason, we recommend that Program Administrators and employees have unique user names and passwords. Users that only have the "Create Referral" feature can have a simpler solution, with a unique user name and the same password.

Program Administrators can setup generic passwords and then ask employees to change their passwords using the "My Profile" link.

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Job Titles can be left blank if your organization does not find them useful. They will be used on certain screens where it is useful to supply additional information about the person that will be receiving the referral.

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Yes, you can assign points instead of dollars. This is under the Org Acount configuration section in the admin tools.

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Yes -- Referral Trak allows a the system admin to set a global switch for your entire organization that determines whether points or dollars are show in reports and on status screens. The actual data that is stored in the system does not vary - its just a number and this feature setting controls the label applied to the number, not the actual number. We suggest leaving the default set at points for your organization. You can then apply your own formula to convert points to dollars as part of your payroll or bonus process.

The added advantage of not using dollars is that inflation will not affect your historical data (i.e. a referral ent for the same product 3 years ago may still be worth 5 points, but it may actually be paid out as 10 dollars now and 5 dollars 3 years ago).

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Note: In this example the 3rd party will be called ACME Experts.

First, you would create a department for the users that work for ACME Experts. Create a user account for each ACME user and assign these users as employees in the ACME Experts department. If you want to have a person inside your organization review the referrals first and control the assignment of referrals to the third party referral recipients you can make an employee of your organization the manager of the ACME Experts department and gatekeeper the products assigned to ACME Experts. Otherwise make one of the ACME Experts employees the manager of the ACME Experts department.

Make sure that you configure the ACME Experts user accounts with these features:
Receive Referrals = Y
Group Account Feature = N
Search/Browse Referrals = N
View all Referred Products for Shared Referrals = N

With these settings in place you will prevent the ACME Experts users from searching through your customer database and viewing customer information.

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RT will not allow me to create the 2nd referral.

Go into the product setup for the product in question and click the allow duplicate products flag from N to Y.

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Program Administrators, Referral owners (the person assigned to be working the referral) as well as the manager of the office that the referral is assigned to have the ability to change the product referred.

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