Referral program tracking and communication

Purpose

 1.1. Automate referral program tracking to incentivize existing clients and efficiently communicate with referred clients and referrers.
 1.2. Seamlessly log, validate, and reward referrals via email, SMS, or in-app notifications to increase new client acquisition and client retention.
 1.3. Provide real-time notifications to staff and automate reward assignment for successful referrals, reducing manual errors and administrative burden.

Trigger Conditions

 2.1. New referral submission via form, email, SMS, or third-party integration.
 2.2. Referral validation by appointment booking or service payment confirmation.
 2.3. Reward issuance upon successful conversion of the referred client.
 2.4. Periodic check of referral milestones for batch rewards.

Platform variants

 3.1. HubSpot CRM
  • Workflow Automation: Use “Contact Properties” to trigger upon new referral; enable “Email Sequence” for reward notification.
 3.2. Salesforce
  • Process Builder: Auto-create referral records; workflow notification via “Send Email Alert.”
 3.3. Zoho CRM
  • Blueprint: Configure stages from submission to reward; use “Deluge Script” for API post to communication tool.
 3.4. Twilio
  • SMS API: POST to `/Messages` endpoint to send SMS to referrer and referred client.
 3.5. SendGrid
  • Transactional Templates: Use “Dynamic Template Data” via `/mail/send` endpoint to email rewards.
 3.6. Mailchimp
  • Customer Journeys: Trigger “Email Send” on tag ‘Referral Completed’; API `POST /automations` to enroll clients.
 3.7. Slack
  • Incoming Webhooks: Send JSON payload to clinic staff with referral status updates.
 3.8. Microsoft Teams
  • Connectors: Use “Incoming Webhook” to alert staff on successful referral conversion.
 3.9. Google Sheets
  • API v4: `spreadsheets.values.append` for logging each referral entry and status.
 3.10. Airtable
  • Automation: Use “When record matches conditions” to trigger communication; API `PATCH` for reward field update.
 3.11. Intercom
  • Conversations API: Automatically create in-app message on successful referral log.
 3.12. Zendesk
  • Triggers: Notify support via “Notify Target” for manual follow-ups.
 3.13. ActiveCampaign
  • Automations: Use “If/Else” and “Send Email” for reward notifications and tracking.
 3.14. Pipedrive
  • Workflow Automation: Trigger activity for each referral and auto-update deal stage.
 3.15. WhatsApp Business API
  • POST `/messages` endpoint to deliver referral and reward information via chat.
 3.16. Facebook Messenger
  • Send API: Automated message sequence to both referrer and referred client on new referral event.
 3.17. Monday.com
  • Automations: “When status changes” trigger notification and log to dedicated referral board.
 3.18. Typeform
  • Webhooks: POST referral data to workflow tool or CRM on form completion.
 3.19. Jotform
  • API: `formID/submissions` webhook integration on form submit for immediate processing.
 3.20. ClickSend
  • SMS API: Send notification to referrer/referred person with unique reward code.
 3.21. ChatGPT via OpenAI API
  • Use `POST /v1/completions` for generating custom referral thank-you messages.
 3.22. DocuSign
  • PowerForms: Automate referral agreement signing, trigger follow-up action with “Envelope Completed” webhook.

Benefits

 4.1. Maximizes staff efficiency by eliminating manual referral tracking and communication steps.
 4.2. Improves client experience with prompt, personalized notifications and transparent reward status updates.
 4.3. Boosts new client growth through effective incentivization and seamless onboarding of new clients.
 4.4. Ensures data integrity with real-time, centralized logging across platforms.
 4.5. Enables advanced reporting and audit trails for compliance and reward optimization.