Overview

Program Recruiters is used to empower frontline team members to grow your referral program by giving them access to their own recruiter portal so they can directly add and manage members that they interact with one-on-one. This feature is most commonly used to track which employees (recruiters) are responsible for bringing in new members and to manage those relationships over time.

What we'll cover in this article:

Add a Recruiter
Recruiter List (Manage Recruiter Access)
Reassign a Recruiter
View and Export Recruiter Data
Integrate Recruiters with your CRM

Before you start

You must have an Admin, Manager, or Supervisor role to add and manage recruiters.
Recruiters are program-scoped. Supervisors can only add and manage recruiters for their assigned programs.
Adding a recruiter gives them access to their own Recruiter Portal where they can add members and manage the members they've recruited.
If you are both a recruiter and program admin, when you log in you will choose which application you want to open.

Tip: Add yourself as a recruiter first so you can explore the Recruiter Portal before inviting your team.

Where to find Recruiters Page

Promotion > Recruiters

Add a Recruiter

You can add new recruiters from any page in the admin app using the Quick Actions menu on the top right.

Select the + Actions button in the top right header.
Select Add Recruiter.
Enter the recruiter's Email Address, First Name, Last Name, and External ID (CRM User ID).
Choose the Program they should be assigned to if your account has multiple referral programs configured.
Select Add.

Note: The recruiter will receive an email with a link to access their Recruiter Portal.

Note: Each recruiter can only belong to one program. This is the program they'll sign up members for.

Note: See Recruiter Portal Guide to learn more about the recruiter experience.

Recruiter List (Manage Recruiter Access)

The Recruiters page provides a central interface where you can monitor your recruiters' activity and manage their accounts.

Monitor Recruiter Activity

The list displays the following information for each recruiter:

When they last logged in
When they last added a member
Numbers of members and referrals they've been assigned

Select the member or referral count to navigate to the Members or Referrals list filtered by that recruiter.

Manage Individual Recruiters

You can manage individual recruiter accounts from the Actions menu.

Find the recruiter in the Recruiters list.
Select the Actions (three dots) icon.
Choose one of the following options:

Send Login Link: Send the recruiter a direct magic link to access their portal without a password. This can be used if the recruiter loses their link or forgets how to log in.
Update Account: Change the recruiter's name, assigned program, or External ID.
Disable Account: Prevent the recruiter from accessing their portal.

Note: Referral Rock does not support deleting recruiters to preserve historical data attribution. Use the Disable option to revoke access instead.

Reassign a Recruiter

Members have two distinct recruiter fields to help you track attribution:

Recruiter Source: A historical record of who originally recruited the member. This field is immutable and cannot be changed.
Recruiter Assigned: The current owner of the member. This determines which recruiter can see the member and their referrals in the Recruiter Portal.

If a team member (recruiter) leaves or territories change, admin user roles can manually reassign their members to a new recruiter. This updates the Recruiter Assigned field, but the Recruiter Source field remains unchanged to preserve historical credit.

Open the Members list and select the specific member to open their member profile.
Select More Options > Reassign Recruiter.
Choose the new recruiter from the dropdown menu.
Select Transfer Member.

Warning: When a referral is sent in from a member with a recruiter assigned to them, the referral will automatically inherit the Recruiter Assigned and Recruiter Source from their member. A referral's recruiter fields are immutable and do not update if the member's assigned recruiter changes. This way, each recruiter gets credit for all the referrals their members generate.

View and Export Recruiter Data

Recruiter fields can be found in the recruiter list, member list, and referral list page:

Members List: Columns for Recruiter Assigned and Recruiter Source
Referrals List: Columns for Recruiter Assigned and Recruiter Source
Recruiter List: Last Portal Visit, Last Member Add, Members Assigned, Referrals Assigned

Exporting Data on Recruiter Page

You can export your recruiter data to a CSV file by selecting Export at the top right of the Recruiters page. Alternatively, navigate to Reports > Recruiters.

What's included in the export:

Recruiter Details: Recruiter ID, First Name, Last Name, Email Address, External ID, Is Disabled
Activity Tracking: Last Portal Visit, Last Member Add
Volume Metrics: Members Assigned, Referrals Assigned, Members Sourced, Referrals Sourced

Use this data to:

Identify top-performing recruiters by volume
Spot inactive team members who need coaching or reminders
Track portal engagement and adoption

Note: This export does not include time-based filters or performance metrics like conversion rates or revenue. For detailed recruiter performance reporting, use the Member List exports.

Exporting Data on Member Page

For detailed recruiter performance analysis, you can export your member data with recruiter attribution by selecting Export at the top right of the Members page. The member export is the recommended source for recruiter reporting because it includes both member acquisition data and referral performance metrics.

What's included in the export:

Member acquisition data: Created Date, First Member Share Date, member activity metrics
Recruiter attribution: Recruiter Assigned and Recruiter Source
Referral performance data: Referrals (total count), Referrals Pending, Referrals Qualified, Referrals Approved, Referrals Approved Amount
Reward data: Rewards Pending, Rewards Issued, Reward Amount Total

Use this data to:

Track member acquisition by recruiter within specific time periods
Measure referral generation performance per recruiter (total referrals, conversion rates by status)
Calculate revenue impact per recruiter using Referrals Approved Amount
Build leaderboards based on member add dates, referral counts, or approved referral amounts
Create recruiter incentive programs using pivot tables on member and referral metrics
Identify which recruiters bring in the highest-quality members (members who generate the most referrals)

Exporting Data on Referral Page

You can export referral data by selecting Export at the top right of the Referrals page.

Note: Recruiter fields on referrals do not update when a member's assigned recruiter changes.

Tip: For more accurate recruiter performance reporting, use the Member List export instead. The member export includes referral counts, statuses, and amounts with up-to-date recruiter assignments.

Integrate Recruiters with your CRM

Automate recruiter assignments and map data to your CRM using one-click access links and External IDs.

Auto-assign via Access Links

You can automatically assign a recruiter when a customer clicks a link in an email sent by the sales/CS person from an external platform like HubSpot or Salesforce.

Locate your one-click access link.
Add the parameter &recruiterAssignedEmail= OR &recruiterAssignedExternalID= OR &recruiterAssignedID= to the end of the link.
Follow the parameter with the recruiter's email/External ID/Referral Rock ID variable from your CRM (e.g., &recruiterAssignedEmail={{owner.email}}).

Example: https://yoursite.referralrock.com/access/?programidentifier=xxx&firstname={{contact.firstname}}&lastname={{contact.lastname}}&email={{contact.email}}&recruiterAssignedEmail={{contact.owner.email}}

Note: For new members, both Recruiter Assigned and Recruiter Source fields are set when they first click. For existing members, only the Recruiter Assigned field updates if they click a link with a different recruiter.

Use External IDs for Mapping

Most CRMs require a specific User ID rather than an email address to assign records. You can store these IDs in Referral Rock to simplify your integrations.

Open the recruiter's profile via Update Account.
Enter the CRM's unique identifier (e.g., Salesforce User ID) into the External ID field.
Select Update User.

Example: When a referral is created in Referral Rock, you can automatically assign it to the correct owner in your CRM by looking up the recruiter source on that referral and mapping it to the equivalent user in your CRM using the External ID field.