Tracking Referrals and Conversions
How to view and manage incoming referrals, and how to mark a referral as converted once a job is complete.
The Referrals tab
Open a campaign and click the Referrals tab to see every friend submission that has come in through that campaign's advocate links.
Each row shows:
| Column | Description |
|---|---|
| Friend | The friend's name and email as they submitted them |
| Referred by | The advocate whose link was used |
| Status | pending, converted, or expired |
| Submitted | When the friend filled out the referral form |
| Converted | When you marked the referral as a successful booking |
Filtering by status
Use the status filter at the top of the Referrals tab to show only:
- Pending — new leads waiting for follow-up
- Converted — closed jobs you have already marked
- All — the complete history including expired referrals
Start your daily workflow by filtering to Pending to see who needs action today.
Marking a referral as converted
Once you have booked and completed a job for a referred friend:
- Find the referral in the Pending list
- Click Mark as converted
- If your campaign uses a percentage-based reward, enter the total job value — Recomly uses it to calculate the exact reward amounts for both the advocate and the friend
- Confirm in the dialog
Recomly will:
- Record the conversion with a snapshot of the current reward amounts
- Credit the advocate's reward balance
- Send reward notification emails to the advocate and the friend
- Enroll the friend as an advocate in the same campaign — they receive their own referral link, portal access, and an initial credit balance reflecting their friend reward from this conversion, so they can start referring people themselves
- Expire any other pending referrals for the same friend on this campaign (see Duplicate referrals)
If the friend already exists as an advocate in your org (matched by email or phone), their existing advocate record is reused and no duplicate is created.
Conversions are permanent and cannot be undone from the UI. If you mark the wrong referral by mistake, contact support.
Reward snapshots
When a referral converts, Recomly captures the exact reward values from the campaign at that moment and stores them permanently on the conversion record. This means:
- Changing reward amounts later does not retroactively affect past conversions
- Each conversion record is a reliable source of truth for what was owed
- Your payout records remain accurate even if you run multiple reward structures over time within one campaign
Advocate credit balance
Each advocate accumulates a creditBalanceCents total as their referrals convert.
This is a running ledger maintained by Recomly — it represents what you owe the
advocate in aggregate. The actual payout mechanism (cash, gift card, discount,
etc.) is handled outside Recomly.
When a friend is converted and auto-enrolled as a new advocate, their starting credit balance reflects any friend reward they earned from that conversion. All subsequent conversions they generate add to the same balance.
Advocates can see their running balance in their portal at any time.
Expired referrals
A referral moves to expired when:
- The campaign's expiry date passes while the referral is still
pending - The referral was for the same friend as another referral that converted (the non-converting one is expired automatically — see Duplicate referrals)
Expired referrals remain visible in the Referrals tab under the All filter for your records.