AI agent for human resources directors
Employee Referral Program Agent
Keep referrers informed and pay each valid bonus on time, without disputes
What it does
An employee refers a friend, never hears back, and later asks about the bonus. This agent tracks every referral through the hiring stages and sends the referrer a short status at each stage. It checks the bonus rules, such as whether the referrer was an eligible employee, whether the candidate was new to the pipeline and how long the hire must stay. When the hire reaches the retention date, such as 90 days, it re-checks that the hire is still employed and that the referrer is still eligible. It drafts the payout request with the reason. The HR leader approves each payout. Edge case: if two employees refer the same candidate, it applies the rule that the earliest dated referral counts and tells both.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Referral submitted
- Check the candidate against the pipeline and earlier referrals
- Confirm the referrer and role are eligible
- Track hiring stages and notify the referrer
- Was the referral logged first and the rules met?If not: Apply the earliest-date rule and tell both referrers. Back to step 2.
- Wait for the hire and set the retention date
- Recheck employment status at the retention date
- Is the hire still employed and the referrer eligible?If not: Hold the bonus and recheck at the next policy date or note the reason. Back to step 7.
- Draft the payout request
- HR leader approves each payoutThe agent waits here for your OK.
- Paid or closed referral with a record
How it decides
It qualifies a referral by date order, role eligibility and tenure, and releases a payout request only after the retention date check passes.
- Count the earliest dated referral as the winner
- Pay only after the 90-day retention date
- Require the referrer to be employed at payout
- Exclude recruiters and the hiring manager from bonuses
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Retention period (default 90 days)
- Bonus amounts by role (default the company's schedule)
- Status messages (default each stage change)
- Excluded roles (default recruiters and hiring managers)
What keeps you in control
It always asks you first
- HR leader approves each payout request
Hard limits
- Never pay a bonus without approval
- Never share candidate details with referrers beyond stage
- Apply the written rules the same way each time
It stops when
- Done: Bonus paid and logged
- Stop: Candidate not hired or the bonus rule fails, so inform the referrer through HR
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
