Building a Simple Partner or Referral Tracking Workflow

When building a partner or referral tracking workflow, selecting the right Customer Relationship Management (CRM) system is a crucial first step. A well-chosen CRM will provide the necessary structure and functionality to manage your referrals effectively. Choosing a suitable CRM system involves considering factors such as scalability, user interface, data integration capabilities, and pricing. You should also assess your existing systems and processes to determine which features are essential for tracking partners or referrals. It's recommended that you take some time to research and shortlist potential CRMs based on these criteria before making a final decision. A CRM system can be customised to meet the specific needs of your workflow, so it's worth exploring different options to find the one that best suits your requirements.

Step 1: Choose a CRM System

Selecting a workflow tool

When selecting a workflow tool for your partner or referral tracking system, consider tools that offer customisation options and flexibility to meet the unique requirements of your programme. A good workflow tool should allow you to create bespoke processes, automate tasks, and assign responsibilities with ease. Look for a tool that integrates with other applications used by your partners or referrals, ensuring seamless communication and data exchange. Additionally, consider the cost and scalability of the tool, as well as its user-friendliness and support options, to ensure it meets the needs of both you and your programme participants.

Configuring your referral tracking system

To configure your referral tracking system, start by setting up a unique identifier for each referral, such as a reference number or code that is assigned to each unique individual referred. This will enable you to track the progress of referrals and provide an accurate picture of conversion rates and other key metrics. You should also establish clear criteria for what constitutes a successful referral, including any specific requirements for follow-up action or completion of a purchase. Additionally, consider setting up automated emails or notifications that are triggered when a referral meets these criteria, to keep both the referrer and referred individual informed about progress.

How to set up partner referrals in your CRM

1. Log into your customer relationship management (CRM) system and navigate to the settings or configuration section.
2. Locate the 'Partners' or 'Referrals' tab within the CRM's customisation options and click on it to begin setting up partner referrals.
3. Create a new contact type for partners by selecting 'Add New Field' and defining a unique field for their name, contact information, and any other relevant details.
4. Set up a workflow rule to automatically assign lead assignments to your designated partners or referral partners when they are assigned to a specific account.
5. Configure notifications and updates for partner referrals, ensuring that both the CRM system and your team receive timely alerts on new partner contacts and leads.

Example of a simple referral tracking workflow

A local bakery wants to incentivise its customers to refer friends and family to purchase pastries. The bakery sets up a referral scheme, where for every new customer referred, the existing customer receives 10% off their next purchase. To track referrals, the bakery creates a spreadsheet where they record the date of each new customer's first visit, along with the name of the referrer. When a new customer makes their second purchase, the bakery checks the spreadsheet to see if it matches a previous referral. If so, they give the existing customer 10% off their next purchase.

Implementing Automated Referral Tracking with Zapier or IFTTT

The bakery can take their referral tracking to the next level by automating the process using tools like Zapier or IFTTT. By setting up a connection between their CRM system and the spreadsheet, they can automatically update the spreadsheet with new referrals as soon as the customer makes a purchase. This saves time and reduces manual errors, allowing the bakery to focus on other aspects of their business. Additionally, these automation tools can be integrated with social media platforms, enabling the bakery to share referral success stories and encourage even more word-of-mouth marketing.