Referral program tracking and notifications

Purpose

 1.1. Automate the end-to-end tracking of customer referrals and related notifications within a family fun center environment.
 1.2. Capture data when members refer friends, log successful conversions, reward referrers, and notify both parties.
 1.3. Integrate with membership databases, POS, and communication channels for seamless, real-time workflow.
 1.4. Deliver instant updates on referral program status, triggered rewards, and activity audit trails.
 1.5. Improve operational transparency, customer engagement, and overall effectiveness of loyalty initiatives.

Trigger Conditions

 2.1. Member submits a referral via website, app, or POS.
 2.2. Referral invitee signs up or completes a qualifying activity.
 2.3. System matches referral source and target in CRM.
 2.4. Reward threshold or milestone achieved.
 2.5. Scheduled periodic program reports or summary triggers.

Platform Variants

 3.1. Salesforce
  • Feature: Workflow Rules. Configure referral intake as trigger, map lookup, and tracking rules for new contacts.
  • Sample: Automate Lead-source field update and email task on referral conversion.
 3.2. HubSpot
  • Feature: Workflows API. Use custom property “Referral Source,” trigger follow-up actions on form submission.
  • Sample: Configure enrollment on property change, send referral notification via HubSpot Email API.
 3.3. Mailchimp
  • Feature: Transactional Email API. Auto-send “referral received” or “reward earned” notifications.
  • Sample: Use POST /messages/send-template on referral event.
 3.4. Twilio
  • Feature: Messaging API. Send SMS confirmation and reward alerts.
  • Sample: POST /Messages when referral triggers matched in database.
 3.5. Slack
  • Feature: Incoming Webhooks. Alert staff in channel when significant referral activity occurs.
  • Sample: Webhook posts on new qualified referral.
 3.6. SendGrid
  • Feature: Mail Send API. Automate follow-up and program progress notifications.
  • Sample: POST /mail/send on referral reward event.
 3.7. Google Sheets
  • Feature: Sheets API. Log every referral and track status changes.
  • Sample: Append row on referral submission, update row when qualified.
 3.8. Zoho CRM
  • Feature: Blueprint Automation. Track lead entry via API, automate referral stage progression.
  • Sample: Trigger blueprint transition on “Referral Qualified.”
 3.9. ActiveCampaign
  • Feature: Automation Builder. Set up trigger for new referral in list, send campaign and assign deal owner.
  • Sample: On contact tag “Referral,” trigger sequence.
 3.10. Airtable
  • Feature: Automations. Log referral forms, trigger notifications and rewards status fields.
  • Sample: On form submission, update status, send email via integration.
 3.11. Microsoft Teams
  • Feature: Incoming Webhooks. Notify team when referral status changes.
  • Sample: Webhook for “Referral Completed” alert.
 3.12. Intercom
  • Feature: Custom Bots + Triggers. Notify users about referral rewards.
  • Sample: Trigger bot when referral reward field is true.
 3.13. Zendesk
  • Feature: Triggers. Auto-create support ticket for manual review if referral fails.
  • Sample: On referral error, trigger ticket creation.
 3.14. Pipedrive
  • Feature: Workflow Automation. Move deal to “Referral Won” stage automatically.
  • Sample: On custom field update, trigger stage move.
 3.15. Shopify
  • Feature: Scripted Discounts API. Auto-apply referral discounts on cart for eligible users.
  • Sample: POST discount code on referred customer login.
 3.16. Facebook Workplace
  • Feature: Webhooks. Alert on group wall when milestone is reached.
  • Sample: Webhook post for every 10 referrals.
 3.17. Asana
  • Feature: Rules. Create task for staff to approve high-value referrals.
  • Sample: Rule triggers task on $100 value achieved.
 3.18. Monday.com
  • Feature: Automations. Update board and notify on referral event.
  • Sample: Change item status and send notification on “Referral Complete.”
 3.19. Trello
  • Feature: Butler Automation. Move card to “Rewarded” on referral confirmation.
  • Sample: Trigger card move and comment on event.
 3.20. Notion
  • Feature: API + Database Updates. Track referrals, auto-update page status, send reminders.
  • Sample: PATCH request on database to update “Reward Given” state.

Benefits

 4.1. Eliminate manual tracking, improving speed and reducing errors.
 4.2. Unified, real-time updates across communication platforms for both staff and members.
 4.3. Automatically issue and record rewards, driving higher member participation.
 4.4. Cross-platform integration increases transparency and maximizes program reach.
 4.5. Streamlines reporting and audit capabilities, boosting management oversight.