diff --git a/content/applications/hr.rst b/content/applications/hr.rst index 2aa4bce90..90d53422a 100644 --- a/content/applications/hr.rst +++ b/content/applications/hr.rst @@ -11,3 +11,4 @@ Human resources hr/fleet hr/payroll hr/recruitment + hr/referrals diff --git a/content/applications/hr/referrals.rst b/content/applications/hr/referrals.rst new file mode 100644 index 000000000..d0893fd72 --- /dev/null +++ b/content/applications/hr/referrals.rst @@ -0,0 +1,779 @@ +========= +Referrals +========= + +Odoo's *Referrals* application is a centralized place where all information regarding referrals is +housed, from points earned, coworkers hired, and rewards selected. Users can recommend people they +know for job positions, then earn referral points as those people progress through the recruitment +pipeline. Once enough referral points are earned, they can be exchanged for prizes. The Referrals +application integrates with the *Employees*, *Recruitment*, and *Website* applications, all of which +must be installed in order for the *Referrals* application to function. + +The only configuration needed for the Referrals application after it is installed are the +:ref:`rewards `; everything else is pre-configured when Odoo Referrals is +installed. + +Any user with either :guilabel:`Referral User`, :guilabel:`Officer`, or :guilabel:`Administrator` +rights for the Recruitment application has access to the Referrals application. Only user's with +:guilabel:`Administrator` rights for the Recruitment application have access to the :ref:`reporting +` and configurations menus. For more information on users and access rights, +refer to these documents: :doc:`../general/users/manage_users` and +:doc:`../general/users/access_rights`. + +Onboarding +========== + +When opening the *Referrals* application for the first time, a pre-configured onboarding script +appears. This is in the form of four slides, each explaining the different parts of the Referrals +application. At the top of the dashboard, the following message is displayed throughout all the +onboarding slides: :guilabel:`GATHER YOUR TEAM! Job Referral Program`. Behind this main message is +an image, and beneath it some more explanatory text. + +Each of the onboarding slides has a corresponding image and message that is displayed. After reading +each message, click the :guilabel:`Next` button to advance to the next slide. + +The text that appears on each slide is as follows: + +#. :guilabel:`Oh no! Villains are lurking the city! Help us recruit a team of superheroes to save + the day!` +#. :guilabel:`Browse through open job positions, promote them on social media, or refer friends.` +#. :guilabel:`Collect points and exchange them for awesome gifts in the shop.` +#. :guilabel:`Compete against your colleagues to build the best justice league!` + +.. note:: + The onboarding slides will appear every time the Referrals application is opened, until all the + slides have been viewed and the :guilabel:`Start Now` button has been clicked. If the onboarding + is exited at any point, or if the :guilabel:`Start Now` button has *not* been clicked, the + onboarding slides will begin again when the Referrals application is opened. Once the + :guilabel:`Start Now` button has been clicked, the onboarding slides will not be seen again, and + the main dashboard will load when the Referrals application is opened from that point on. + +At any point during onboarding, the :guilabel:`Skip` button may be clicked. This exits the +onboarding, and the main Referrals dashboard loads. If :guilabel:`Skip` is clicked, onboarding +slides will not load anymore when opening the Referrals application. + +.. image:: referrals/onboarding.png + :align: center + :alt: An onboarding slide with the skip and next buttons visible at the bottom. + +.. note:: + If there are any candidates hired that the user had referred prior to opening the Referrals app + (meaning the onboarding slides have not appeared before), when :guilabel:`Start Now` is clicked + at the end of onboarding, instead of going to the main dashboard, a :ref:`hired + ` screen appears instead. + +Modifying onboarding slides +--------------------------- + +Onboarding slides can be modified if desired. Only users with :guilabel:`Administrator` rights for +the Recruitment application can modify onboarding slides. To edit a slide, navigate to +:menuselection:`Referrals app --> Configuration --> Onboarding.` Each line displays the text for the +individual onboarding slide. To edit an onboarding slide, click on an individual slide line to open +the slide's onboarding form, then click :guilabel:`Edit`. + +Make any changes to the message in the :guilabel:`Text` box. To change the order the slide appear in +the onboarding, the :guilabel:`Sequence` can be modified. Type in the corresponding number to +indicate the order in which the slides should be displayed. A :guilabel:`Company` may be selected, +however, if this field is populated, that slide will only be displayed for that particular company. + +The image can be modified as well. Hover over the image thumbnail in the top right corner of the +form. A :guilabel:`โœ๏ธ (pencil)` icon and :guilabel:`๐Ÿ—‘๏ธ (garbage can)` icon appear. Click the +:guilabel:`โœ๏ธ (pencil)` icon to change the image. A file navigator window loads. Navigate to the +desired image, select it, then click :guilabel:`Open`. The new image appears in the thumbnail. To +delete an image, click the :guilabel:`๐Ÿ—‘๏ธ (garbage can)` icon, then select a new image using the +:guilabel:`โœ๏ธ (pencil)` icon. + +To save any changes, click :guilabel:`Save`, or click :guilabel:`Discard` to delete any changes and +revert to the original content. + +.. image:: referrals/edit-onboarding.png + :align: center + :alt: An onboarding slide in edit mode, with the main fields highlighted. + +The order of the slides can also be changed directly in the Onboarding dashboard, without having to +edit an individual onboarding slide. Click the up and down arrow symbol that appears after the +checkbox and before the slide text, and drag the slide to the desired position. The +:guilabel:`Sequence` automatically changes on all the slide's onboarding forms, reflecting the new +sequence. + +.. image:: referrals/onboarding-reorder.png + :align: center + :alt: The onboarding slides in a list, with the drag and drop arrows highlighted. + +Share job positions +=================== + +In order to earn referral points, a user must first share a job position so the applicant can apply +for the position. There are several ways to share job positions within the Referrals application, +through the :ref:`View Jobs ` button and the :ref:`Email A Friend +` button. + +.. _referrals/view-jobs: + +View Jobs +--------- + +To see all job positions that are actively recruiting candidates, click the :guilabel:`View Jobs` +button on the main Referrals dashboard. This presents all job positions, with each individual job +presented in its own card. + +.. image:: referrals/jobs.png + :align: center + :alt: The 'View Jobs' screen, displaying all current open job positions. All information is + displayed on the card. + +Each job position card contains the following information: + +- The title of the job position. This information is taken from the :guilabel:`Job Position` field + of the job form. +- The number of positions being recruited. This information is taken from the :guilabel:`Expected + New Employees` field of the :guilabel:`Recruitment` tab of the job form. +- The points a user will earn when an applicant applies for the position. +- The job description detailing the job position. This information is taken from the :guilabel:`Job + Position` tab of the job form. + +To see all the details for a job position, click the :guilabel:`More Info` button on the specific +card. This opens the job position webpage in a new browser tab. This is what an applicant sees +before applying for a position. + +.. note:: + Only published job positions will be visible in the Referrals app. To check which job positions + are published or not, refer to the :doc:`recruitment/new_job` documentation. + +Refer friends +------------- + +To share a job position with someone, click the :guilabel:`Refer Friend` button on the specific job +position card. A pre-configured :guilabel:`Send Job Offer by Mail` email pop-up window appears. +Enter the recipient's email address in the :guilabel:`Email` field. + +The subject and body are populated using a default template. The subject `Job for you` appears, and +can be modified if desired. + +The specific title of the job position will populate the :guilabel:`Job Position` placeholder in the +email body. The `See Job Offer` text in the email body is an individualized tracking link to the +specific job position listed on the website. When the prospective employee receives the email, the +link will send them to the job position page, where they can apply for the position, and the person +who referred them is tracked in the Referrals application. + +If desired, add any text or closing salutation to the email body. When all edits have been made, +click :guilabel:`Send Email` to send the email, or click :guilabel:`Cancel` to close the email +pop-up window. + +.. image:: referrals/email.png + :align: center + :alt: Referral email pop-up window with the email message inside it. + +Share a job +----------- + +There are several other ways to share a job position aside from sending an email, via social media +platforms and tracking links to the job position. At the bottom of each job position card are four +icons and corresponding tracking links that can be used to share the job position, keeping track of +applicants in the Referrals application. + +.. image:: referrals/share.png + :align: center + :alt: The various sharing icons that appear for each job. + +Link +~~~~ + +To share the job position with a customized tracking link, click the :guilabel:`Share Now` button +with the :guilabel:`๐Ÿ”— (chain)` icon inside it. A :guilabel:`Link to Share` pop-up window appears +with the tracking link. Click :guilabel:`Copy` to copy the link. After the link is copied, click the +:guilabel:`Close` button to close the pop-up. Next, share the link with the prospective employee +however desired. + +Facebook +~~~~~~~~ + +To share the job position using Facebook, click the :guilabel:`Share Now` button with the +:guilabel:`f (Facebook icon)` inside it. If the user is already logged into Facebook, when the +:guilabel:`f (Facebook icon)` is clicked, a :guilabel:`Share on Facebook` page loads in a new tab, +with the link populated in the main body of the new post. If the user is *not* already logged in, a +log-in screen loads instead, prompting the user to log-in to Facebook first. + +Type in any additional information to add to the post, in the space directly below your name. If +desired, :guilabel:`tag` users, :guilabel:`check-in` at a location, or add a :guilabel:`status` to +the post. To tag a user, click the :guilabel:`Tag Friends` icon and select the people to tag to the +post. To add a check-in location, click the :guilabel:`Check in` icon, and select the location from +the pop-up of predetermined locations based on your current location. To add a :guilabel:`status`, +click the :guilabel:`Feeling/Activity` icon, then select either the feeling or the activity type, +and lastly, if an activity type was selected, select the specific activity. + +There are five methods to share the job position, :guilabel:`Your Story`, :guilabel:`Share on a +Friend's Timeline`, :guilabel:`Share in a Group`, :guilabel:`Share in an Event`, and +:guilabel:`Share in a Private Message`. To select the sharing method, click the drop-down menu +located at the top of the page, directly beneath the :guilabel:`Share on Facebook` banner. + +.. image:: referrals/facebook.png + :align: center + :alt: The view on Facebook when sharing a job description. All the various ways to share are + highlighted, as are all the required settings. + +.. tabs:: + + .. tab:: Share to news feed or story + + The default sharing method is through the :guilabel:`News Feed`, :guilabel:`Story`, or both. + At the lower portion of the form are radio buttons next to the two options, :guilabel:`Feed` + (for the News Feed) and :guilabel:`Your Story` for stories. When :guilabel:`Share to News Feed + or Story` is selected, these buttons are active, if another option is selected, these radio + buttons are greyed out. Activate the radio button(s) to indicate how the job position should + be shared, either in the news feed, the story, or both. + + The :guilabel:`Share to news feed or story` option allows for specific privacy settings to be + selected. In the lower right corner of the screen, there are two drop-down menu options, one + for the :guilabel:`Feed` option, the other for the :guilabel:`Your story` option. Select the + posting parameters from the drop-down menus. The :guilabel:`Feed` ad :guilabel:`Your story` + options appear different from user to user, depending on what privacy settings have been + created in Facebook. :guilabel:`Public` and :guilabel:`Friends` are default options, but other + options that the user may have configured will appear as well, such as custom groups. + + When the post and/or story is ready to be shared, click the blue :guilabel:`Post to Facebook` + button at the bottom of the screen. + + .. tab:: Share on a friend's timeline + + Instead of making a public post on the user's on Facebook page, the job position can be shared + directly on a friend's timeline. Click the :guilabel:`Share to News Feed or Story` drop-down + menu near the top of the page, and select :guilabel:`Share on a Fried's Timeline`. + + When selected, a :guilabel:`Friend` field appears below the selection. Begin to type in the + friend's name. As the name is typed, a list appears, populated with names that match what is + entered. Select the friend from the list. **Only** one friend can be selected. + + When the post is ready to be shared, click the blue :guilabel:`Post to Facebook` button at the + bottom of the screen. + + .. tab:: Share in a group + + To reach a specific audience and not share the job position publicly with everyone, a job can + be shared in a group. Click the :guilabel:`Share to News Feed or Story` drop-down menu near + the top of the page, and select :guilabel:`Share in a Group`. + + When selected, a :guilabel:`Group` field appears below the selection. The available groups + that can be posted to are groups the user is currently a member of. Job positions cannot be + shared with groups the user has not joined. Begin to type in the name of the group. As the + group name is typed, a list appears, populated with the group names that match what is + entered. Select the group from the list. Only one group can be selected. + + When the post is ready to be shared, click the blue :guilabel:`Post to Facebook` button at the + bottom of the screen. + + .. tab:: Share in an event + + A job position can also be shared on an event page. Click the :guilabel:`Share to News Feed or + Story` drop-down menu near the top of the page, and select :guilabel:`Share in an Event`. + + When selected, an :guilabel:`Event` field appears below the selection. The available events + that can be posted to are events the user is invited to. This includes events that the user + has not responded to yet, and events that have occurred in the past. Begin to type in the name + of the event. As the event name is typed, a list appears, populated with the events that match + what is entered. Select the event from the list. Only one event can be selected. + + When the post is ready to be shared, click the blue :guilabel:`Post to Facebook` button at the + bottom of the screen. + + .. tab:: Share in a private message + + The last option is to share a job position privately instead of publicly, in a Facebook + message. Click the :guilabel:`Share to News Feed or Story` drop-down menu near the top of the + page, and select :guilabel:`Share in an Private Message`. + + When selected, a :guilabel:`To` field appears below the selection. Begin to type in the + friend's name. As the name is typed, a list appears, populated with names that match what is + entered. Select the friend from the list. Multiple friends can be selected and added to a + single message. Repeat this process for each friend to be added. + + When the message is ready to be sent, click the blue :guilabel:`Send message` button at the + bottom of the screen. + +X/Twitter +~~~~~~~~~ + +A job position can also be shared on X/Twitter. Click the :guilabel:`Share Now` button with the bird +icon inside it. If the user is already signed in to X/Twitter, when the :guilabel:`Share Now` icon +is clicked, an X/Twitter page loads in a new tab with a pre-populated message ready to post, in a +draft pop-up. If the user is *not* already signed in, a sign-in screen loads instead, prompting the +user to sign in to X/Twitter. + +The default message is: + +:guilabel:`Amazing job offer for (Job Position)! Check it live: (link to Job Position)` + +Type in any additional information or make any edits to the message. If desired, click the +:guilabel:`X` in the top left corner of the thumbnail preview of the webpage to remove it. To adjust +the audience for the message, click the drop-down button labeled :guilabel:`Everyone`. Select the +preferred audience from the drop-down menu. The default option is :guilabel:`Everyone`, and the +other options is :guilabel:`Circle`. The :guilabel:`Circle` is a group of people that the user has +selected in X/Twitter. + +The default setting is :guilabel:`๐ŸŒŽ (globe) Everyone can reply`, an allows everyone on X/Twitter to +reply to the message. To change this, click the :guilabel:`๐ŸŒŽ (globe) Everyone can reply` button in +the lower left section of the message. There are four options presented: :guilabel:`Everyone`, +:guilabel:`Accounts you follow`, :guilabel:`Verified accounts`, and :guilabel:`Only accounts you +mention`. Selecting one of the other options restricts who can reply to the message. + +There are various other items that can be added to the message. Media (photos, videos, etc), GIF's, +polls, emojis, and a location may all be added. Click the corresponding icon in the bottom left of +the message and follow the prompts to add the desired additional elements. + +To have the message posted at a future date and time, click the :guilabel:`Schedule` icon in the +lower left of the message window. It is the fifth icon from the left. Enter the date and time that +the message should be posted using the date and time selector presented. Click :guilabel:`Confirm` +to add the scheduled time to the message. + +To post the message, click :guilabel:`Post`. The message will be immediately posted, or, if it was +scheduled, will be posted at the scheduled date and time. + +.. image:: referrals/twitter.png + :align: center + :alt: The X/Twitter pop-up when sharing a job description. All the other items than can be added + to the message are highlighted, as is the visibility setting and the post button. + +LinkedIn +~~~~~~~~ + +To share a job position on LinkedIn, click the :guilabel:`Share Now` button with the :guilabel:`in +(LinkedIn logo)` inside it. If the user is already logged into LinkedIn, when the :guilabel:`Share +Now` button is clicked, a new tab loads in LinkedIn, with a link to the job position at the top. If +the user is *not* already logged in, a log-in screen loads instead, prompting the user to log-in to +LinkedIn first. + +The job position can be shared either in a public post, or in a private message to an individual or +group of individuals. + +Share in a post +*************** + +To share the job position in a public post, click the :guilabel:`โœ๏ธ (pencil) Share in a post` button +in the lower-left corner of the screen. A :guilabel:`Create a post` window loads, with the job +position link populated. Enter any other information to the post in the field. + +To change the audience that will see the post, click the :guilabel:`๐ŸŒŽ (globe) Anyone` drop-down, +located directly beneath the account name. Click on the desired selection, then click the +:guilabel:`Save` button on the far right side of the screen, beneath the last listed option. + +:guilabel:`Anyone` allows anyone on LinkedIn to see the post. :guilabel:`Connections only` will +only share the post with people who are connected with the user, and will be hidden from everyone +else. :guilabel:`Group` shares the post with a specific group the user is a member of. The post can +only be shared with one group; posting to multiple groups at once is not available. If +:guilabel:`Group` is selected, a page loads with a list of all the groups the user is currently a +member of. Click on a group to select it, then click the :guilabel:`Save` button in the lower right +corner. + +Next, select who can comment on the post. To change this setting, click on the :guilabel:`๐Ÿ’ฌ (speech +bubble) Anyone` button located beneath the body of the post. A page loads with the various options. +Click on one of the three options to select it. The three options are :guilabel:`Anyone`, +:guilabel:`Connections only`, and :guilabel:`No one`. The default option is :guilabel:`Anyone`, +which allows anyone with a LinkedIn account to comment on the post. :guilabel:`Connections only` +will only allow people who are connected with the user to comment on the post. :guilabel:`No one` +turns off commenting. After making a selection, click the :guilabel:`Save` button in the far lower +right corner. + +Finally, once the post is edited and the settings have been selected, click :guilabel:`Post` to +share the job position. + +.. image:: referrals/linkedin.png + :align: center + :alt: A linkedIn post to share a job. The job position is highlighted as is the post button. + +Send as private message +*********************** + +Instead of making a public post, the post can be sent to a connection in a private message. To do +so, click the :guilabel:`Send as private message` button in the lower left corner. A message window +loads with the link to the job description in the bottom of the window. First, select the +recipient(s) for the message. Type the name in the :guilabel:`Search for message recipients` field. +As the name is typed in, any matching connections appear. Click on a connection to add them. Repeat +this for all the recipients to send the message to. There is no limit on the number of connections +that can be messaged. Next, enter any additional text in the message body. Click :guilabel:`Send` in +the lower right corner to send the message. A :guilabel:`Message successfully sent!` screen loads. +Two options are presented, :guilabel:`View Message` and :guilabel:`Continue to LinkedIn`. Click on +the desired selection to navigate to that choice, or close the browser tab to exit. + +.. _referrals/email-jobs: + +Email a friend +-------------- + +Another way to share job opportunities is to share the entire current list of open job positions +instead of one job position at a time. To do this, navigate to the main *Referrals* app dashboard. +Click the :guilabel:`Email a friend` button at the bottom of the screen. A :guilabel:`Send Job Offer +by Mail` pop-up window appears. + +Enter the email address(es) in the :guilabel:`Email` line. The email can be sent to multiple +recipients, simply enter a comma followed by a single space after each email address. The +:guilabel:`Subject` is pre-configured with `Job for you`, but can be edited. + +The email body is also populated with pre-configured text. The text that appears is: + +`Hello,` + +`There are some amazing job offers in my company! Have a look, they can be interesting for you` + +`See Job Offers` + +The `See Job Offers` text is a tracking link to a complete list of all job positions currently being +recruited for, that are live on the company's website (published). Add any additional text and/or +make any edits to the message body, then click :guilabel:`Send Mail` to send the email. The message +will be sent and the window will close. + +.. _referrals/hired: + +Hired referrals +=============== + +When a candidate that has been referred by a user is hired, the user "grows their superhero team" +and adds superhero avatars to their Referrals dashboard. + +After a referral has been hired, when the user next opens the Referrals app, instead of the main +dashboard, a hired page loads. The text :guilabel:`(Referral Name) has been hired! Choose an avatar +for your new friend!` appears. + +Below this message are five avatar thumbnails to choose from. If an avatar has already been assigned +to a referral, the thumbnail is greyed out, and the name the avatar has been chosen for appears +beneath the avatar. Click on an available avatar to select it. + +If more than one referral was hired since opening the Referrals application, after selecting the +first avatar, the user is prompted to select another avatar for the subsequent hired referral. Once +all avatars have been selected, the dashboard loads and all the avatars are now visible. Mouse over +each avatar and their name is displayed above them. + +.. image:: referrals/avatars.png + :align: center + :alt: The hired screen. A selection of avatars are presented to chose from, with any already + chosen are greyed out. + +Modify friends +-------------- + +Friend avatars are able to be modified in the same manner that :ref:`levels ` are +modified. Only users with :guilabel:`Administrator` rights for the Recruitment application can make +modifications to friends. The pre-configured friends can be seen and modified by navigating to +:menuselection:`Referrals app --> Configuration --> Friends`. Each friend avatar appears in the +:guilabel:`Dashboard Image` column, and the corresponding name appears in the :guilabel:`Friend +Name` column. The default images are a motley group of hero characters, ranging from robots to dogs. + +To modify a friend's dashboard image, thumbnail, name, or position, click on an individual friend to +open the referral friend form. Click :guilabel:`Edit` to make modifications. Type the name in the +:guilabel:`Friend Name` field. The name is solely to differentiate the friends in the configuration +menu; the friend's name is not visible anywhere else in the Referrals application. + +The :guilabel:`Position` can be set to either :guilabel:`Front` or :guilabel:`Back`. This determines +the position of the friend in relation to the user's super hero avatar. Click the radio button next +to the desired selection, and the friend will appear either in front of or behind the user's avatar +when activated. + +If desired, both the thumbnail :guilabel:`Image` and the :guilabel:`Dashboard Image` can be +modified. Hover over the image being replaced to reveal a :guilabel:`โœ๏ธ (pencil)` icon and +:guilabel:`๐Ÿ—‘๏ธ (garbage can)` icon. Click the :guilabel:`โœ๏ธ (pencil)` icon and a file explorer +window appears. Navigate to the desired image file then click :guilabel:`Open` to select it. + +Once all changes have been made, click the :guilabel:`Save` button to save the changes, or click the +:guilabel:`Discard` button to revert to the original information. + +.. image:: referrals/edit-friend.png + :align: center + :alt: A friend form in edit mode. + +.. warning:: + It is not advised to edit the images. An image file must have a transparent background in order + for it to render properly. Only users with knowledge about transparent images should attempt + adjusting any images in the Referrals application. + + Once an image is changed and the friend is saved, it is **not possible** to revert to the + original image. To revert to the original image, the Referrals application must be *uninstalled + then reinstalled.* + +Referral points +=============== + +The referral program is based on earning points that are then exchanged for rewards. On the main +Referrals application dashboard, the top displays a summary of the user's current points. The left +side of the summary displays the total points earned, and the right side displays the points that +are available to spend. + +To see the various referrals and the points earned for each, click on one of the buttons directly +beneath the avatars. The options are :guilabel:`Referrals`, :guilabel:`Ongoing`, and +:guilabel:`Successful`. + +The current number of referrals who are still active in the recruitment pipeline, and have not yet +been hired or refused, appear above the :guilabel:`Ongoing` button. The number of referrals who have +been hired appear above the :guilabel:`Successful` button. The total number of referrals (both the +ongoing and successful referrals combined) appear above the :guilabel:`Referrals` button. + +.. note:: + To view the referrals associated with each of the categories, :guilabel:`Referrals`, + :guilabel:`Ongoing`, and :guilabel:`Successful`, click on the corresponding button. All the + referrals for that specific category are displayed. + +My referrals +------------ + +To see all the referrals (both ongoing and successful) click the :guilabel:`Referrals` button. A +:guilabel:`My Referral` window loads. This screen displays all the referrals, with each referral in +its own referral card. + +A successful referral has a green line down the left side of the card, and displays a +:guilabel:`โœ“ Hired` image in the top right corner of the card. Referrals that are in process display +an :guilabel:`In Progress` image in the top right corner. + +Each referral card lists the name of the applicant, the department the job position is in, the name +of the job position, the person responsible for filling the role (recruiter), and the points earned. + +Points +~~~~~~ + +The points that can be earned for a referral are the same across all job positions. Each stage of +the recruitment process has corresponding points assigned to it. The stages listed correspond to the +stages configured in the *Recruitment* application. + +On each individual referral card, beneath the points earned is a bar chart that displays how many +points have been earned out of the total possible points that can be earned if the applicant is +hired. + +Beneath the bar chart is a list of the various recruitment stages and the points earned when the +referral moves to that stage. If a stage has been achieved and the points have been earned, a green +check mark appears next to the stage. + +.. example:: + The pre-configured point structure for referrals is as follows: + + - :guilabel:`Initial Qualification`: 1 point + - :guilabel:`First Interview`: 20 points + - :guilabel:`Second Interview`: 9 points + - :guilabel:`Contract Proposal`: 5 points + - :guilabel:`Contract Signed`: 50 points + + The total points earned for a referral that is hired is 85 points. Modifications of the points + earned for each stage is done in the Recruitment application. Refer to the + :ref:`Recruitment ` documentation to modify the points for each stage. + +.. _referrals/rewards: + +Rewards +======= + +Create rewards +-------------- + +The rewards are the only configurations needed when setting up the Referrals application. Only users +with :guilabel:`Administrator` rights for the Recruitment application can create or modify rewards. +To add rewards, navigate to :menuselection:`Referrals app --> Configuration --> Rewards`. Click +:guilabel:`Create` and a reward form loads. Enter the following information on the form: + +- :guilabel:`Product Name`: Enter the name as it should appear for the reward. +- :guilabel:`Cost`: Enter the amount of points required to redeem the reward. +- :guilabel:`Company`: Using the drop-down menu, select the company the reward will appear for. If a + reward is to be used for several companies, each company needs to have a record of the reward, + with the company listed on the form. +- :guilabel:`Gift Responsible`: Select the person who will be responsible for procuring and + delivering the reward to the recipient, using the drop-down menu. This person is alerted when the + reward is purchased, so they know when to deliver the reward to the recipient. +- :guilabel:`Description`: Type in the description for the reward. This will be visible on the + reward card, beneath the title. +- :guilabel:`Photo`: Add a photo of the reward, which appears on the rewards page. Hover over the + image square, and two icons appear, a :guilabel:`โœ๏ธ (pencil)` and a :guilabel:`๐Ÿ—‘๏ธ (garbage can)`. + Click the :guilabel:`โœ๏ธ (pencil)` icon and a file explorer appears. Navigate to the photo file, + then click :guilabel:`Open` to select it. + +The only required fields are the :guilabel:`Product Name`, :guilabel:`Company`, and +:guilabel:`Description`. + +.. image:: referrals/rewards.png + :align: center + :alt: A filled out reward form with all details entered. + +.. important:: + It is advised to enter a :guilabel:`Cost` and add a :guilabel:`Photo`. If a cost is not entered, + the default cost will be listed as zero, which would list the reward as free in the reward shop. + If a photo is not selected, a placeholder icon will be displayed on the rewards page. + +Redeem rewards +-------------- + +To redeem points for a reward, click the :guilabel:`Rewards` button on the main Referrals dashboard. +All the configured rewards are listed in individual reward cards. The points required to purchase +the reward is listed in the top right corner of the card. If the user has enough points to purchase +a reward, a :guilabel:`๐Ÿงบ (basket) Buy` button appears at the bottom of the reward card. If they do +not have enough points for a reward, the reward card displays :guilabel:`You need another (x) points +to buy this` instead of a buy button. + +Click the :guilabel:`๐Ÿงบ (basket) Buy` button on a reward to purchase it. A confirmation pop-up +appears, asking if the user is sure they want to purchase the reward. Click :guilabel:`OK` to +purchase the item, or :guilabel:`Cancel` to close the window and cancel the purchase. + +After :guilabel:`OK` is clicked, the pop-up window closes, and the points used to purchase the +reward are subtracted from the user's available points. The rewards presented are now updated to +reflect the user's current available points. + +.. image:: referrals/redeem-rewards.png + :align: center + :alt: Buy button appears below a mug and backpack reward, while the bicycle reward states how + many more reward points are needed to redeem. + +.. _referrals/levels: + +Levels +====== + +The referrals application has pre-configured levels that are reflected in the user's avatar on the +Referrals dashboard. As a user refers potential employees and earns points, they can *level up*, +much like in a video game. + +Levels have no functional impact on the performance of the application. They are solely used for the +purpose of adding achievement tiers for participants to aim for, gamifying referrals for the user. + +The user's current level is displayed at the top of the main Referrals application dashboard, +directly beneath their photo, in a :guilabel:`Level: X` format. In addition, a colored ring appears +around the user's photo, indicating how many points the user currently has, and how many additional +points they need to level up. The cyan colored portion of the ring represents points earned, while +the white colored portion represents the points still needed before they can level up. + +Modify levels +------------- + +Only users with :guilabel:`Administrator` rights for the Recruitment application can modify levels. +The pre-configured levels can be seen and modified by navigating to :menuselection:`Referrals app +--> Configuration --> Levels`. Each avatar appears in the :guilabel:`Image` column, and the +corresponding level number appears in the :guilabel:`Level Name` column. The default images are of +Odoo superheroes, and each level adds an additional element to their avatar, such as capes and +shields. + +To modify a level's image, name, or points required to reach the level, click on an individual level +in the list to open the level form. Click :guilabel:`Edit` to make modifications. + +Type in the name or number of the level in the :guilabel:`Level Name` field. What is entered is +displayed beneath the user's photo on the main dashboard when they reach that level. Enter the +number of referral points needed to reach that level in the :guilabel:`Requirements` field. The +points needed to level up are the total accumulated points earned over the lifetime of the employee, +not additional points from the previous level that must be earned. + +If desired, the :guilabel:`Image` can also be modified. Hover over the image to reveal a +:guilabel:`โœ๏ธ (pencil)` icon and :guilabel:`๐Ÿ—‘๏ธ (garbage can)` icon. Click the :guilabel:`โœ๏ธ +(pencil)` icon and a file explorer window appears. Navigate to the desired image file then click +:guilabel:`Open` to select it. + +Once all changes have been made, click the :guilabel:`Save` button to save the changes, or click the +:guilabel:`Discard` button to revert to the original information. + +.. image:: referrals/levels.png + :align: center + :alt: A level form in edit mode. + +.. warning:: + It is not advised to edit the images. An image file must have a transparent background in order + for it to render properly. Only users with knowledge about transparent images should attempt + adjusting any images in the Referrals application. + + Once an image is changed and the level is saved, it is **not possible** to revert to the original + image. To revert to the original image, the Referrals application must be *uninstalled then + reinstalled.* + +Level up +-------- + +Once enough points have been accumulated to level up, the circle around the user's photo is +completely filled in with a cyan color, a large image stating :guilabel:`Level up!` appears above +the photo, and the phrase :guilabel:`Click to level up!` appears beneath the user's photo and +current level. + +Click on either the :guilabel:`LEVEL UP!` graphic, the user's photo, or the text :guilabel:`Click to +level up!` beneath the user's photo to level up the user. The user's avatar changes to the current +level, and the ring around the photo is updated to indicate the current amount of points. + +Leveling up does not cost the user any points, the user simply needs to earn the specified amount of +points required. + +.. image:: referrals/level-up.png + :align: center + :alt: A 'Click to level up!' appears beneath the user's image, and a large 'Level up!' appears + above their image. + +.. note:: + Once a user has reached the highest configured level, they will continue to accrue points that + can be redeemed for rewards, but they are no longer able to level up. The ring around their photo + remains solid cyan. + +Alerts +====== + +In the Referrals application, it is possible to post a message, also referred to as an *alert*, at +the top of the dashboard to share important information with users. These alerts appear as a thin +semi-transparent banner, with the word :guilabel:`New!` appearing on the far left. The text for the +alert is in the center of the banner, and on the far right side is an :guilabel:`X`. + +Alerts appear on the main dashboard for the specified time configured on the individual alert. If a +user does not wish to see a specific alert again, click the :guilabel:`X` in the far right side of +the alert. This removes the alert from the dashboard and will not appear again, even when opening +the Referrals application for the first time in a new session. + +.. image:: referrals/alerts.png + :align: center + :alt: Two alert banners appear above the user's photo. + +Create an alert +--------------- + +Only users with :guilabel:`Administrator` rights for the Recruitment application can create alerts. +To add a new alert, navigate to the :menuselection:`Referrals application --> Configuration --> +Alerts`. + +Click :guilabel:`Create` and a blank alert form loads. Enter the following information on the form: + +- :guilabel:`Date From`: The date the alert starts. On this date, the alert will be visible on the + dashboard. +- :guilabel:`Date To`: The date the alert ends. After this date, the alert will be hidden from view. +- :guilabel:`Company`: The current company populates this field by default. To modify the company + the alert should be displayed for, select the company from the drop-down menu. If this field + remains blank, the alert is visible to everyone with access to the Referrals application. If a + company is specified, only user's within that company (who also have access to the Referrals + application) will see the alert. +- :guilabel:`Alert`: Enter the text for the alert. This message appears inside the alert banner on + the main dashboard. +- :guilabel:`On Click`: There are three options for the alert. Click the radio button next to the + desired selection. The options are: + + - :guilabel:`Not Clickable`: The alert only displays text, there is no link to click. + - :guilabel:`Go to All Jobs`: The alert contains a link that when clicked, navigates to the + website with all the currently posted job positions. + - :guilabel:`Specify URL`: The alert contains a link to a specific URL, that when clicked, + navigates to that URL. When selected, a :guilabel:`URL` field appears below the :guilabel:`On + Click` section. Enter the URL in the field. + +.. image:: referrals/alert-form.png + :align: center + :alt: An alert form completely filled in with all selections entered. + +.. _referrals/reporting: + +Reporting +========= + +Only users with :guilabel:`Administrator` rights for the Recruitment application have access to the +Reporting feature in Referrals. To access the reports, click :menuselection:`Referrals application +--> Reporting`. The main view is the Reporting Dashboard view, which contains three sections. + +In the top portion of the window, the report displays a bar chart of how many referred candidates +are hired, and how many are still in the hiring pipeline. The candidates are further divided by +channel, showing specifically where the referral came from, such as a direct referral, Facebook, +etc. If a channel does not appear on the report, that indicates there are no referrals from that +particular channel. + +The middle third provides all the specific data that has been tracked. This includes how many total +points have been earned across all referrals, how many applicants were referred, hired, or refused, +how many applicants the current logged-in user referred, how many total points were earned, and how +many points were given for refused applicants. + +The bottom third displays a pivot table. This table can be inserted into a new or existing +spreadsheet. To do so, click the :guilabel:`Insert in Spreadsheet` button right above the chart. A +pop-up appears, asking which spreadsheet to insert the pivot chart into. Select the desired +spreadsheet from the drop-down menu, or select :guilabel:`New Spreadsheet`. Click +:guilabel:`Confirm` and the selected spreadsheet loads, with the new table in it. + +.. note:: + The spreadsheet is stored in the *Documents* application. 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