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Send a referral form to a school or partner

Email the referrer a private link to fill in the referral online, and know what to do if the email does not go out.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers and admins. The referrer receives a private link, fills the form in online, saves as they go and submits when ready.

Steps

  1. Open the onboarding board and press New referral. The same form is also its own page.
  2. Type the referrer's name in Referrer's name and their address in Referrer's email. The email is required.
  3. Add the young person's given and family names if you know them. They only make the email read well.
  4. Write anything useful in Note for the referrer (optional), such as a deadline or who to chase.
  5. Set Link expires after. It is thirty days unless you change it, from one to a hundred and twenty.
  6. Press Send referral form.
  7. Read the result. A green Email sent means it went. Anything else tells you what to do.

If it goes wrong

  • If the box says the referral was saved but the email did not go to the referrer, press Copy link and send the link yourself.
  • Email not dispatched means the email service is not set up. The referral is saved. Send the link yourself.
  • A red message above the buttons says the send failed. Check the address and press the button again.

How it links together

The referrer's answers arrive on the onboarding board. A manager reviews them in the next guide. Accepting makes a draft record, and onboarding then collects consents.

From referral form to recordA referral travels from an email to the board and on to a record.
  1. Form emailed
  2. Referrer submits
  3. You review
  4. Onboarding

What the referrer sees

They receive an email with a link to a form made for this referral. They do not need an account. The link is unique to them and stops working when it expires.

They can save part-way and come back, then submit. Their answers reach the board as soon as they submit.

Each outcome of the send

  • Email sent: the form went to the referrer's address.
  • Not sent to the referrer: the referral exists but the email was held, for example while emails are going to a test inbox. Copy the link and send it yourself.
  • Email not dispatched: the service that sends email is not switched on. The referral still exists.
  • Email failed: the provider refused it. The reason is shown. Check the address.

After you send

The referral appears in the Awaiting referrer column of the board, then moves to In progress once they start. It moves to Submitted when they finish, ready for you to review.

If nothing happens, open the referral and use the nudge to remind them. The review guide covers that.

Who can use this page

Only managers and admins. Anyone else is told that a manager or admin role is needed.

Referrals that arrive on paper

A referral that came in as a Word or PDF file can be brought in with the Import Studio instead. It joins the same board. A manager still reviews and accepts it in the usual way.

Questions people ask

Does the referrer need an account?

No. They use the private link in the email. It is unique to them and expires after the days you set.

The email did not reach the referrer. What now?

Press Copy link in the result box and send the link yourself. The referral is already saved.

Can I send the same referral twice?

Send a nudge instead from the referral's own page. A second form would make a second referral.

How long does the link last?

Thirty days unless you change Link expires after. You can choose from one to a hundred and twenty days.

Do I have to enter the young person's name?

No. It only helps the email read well. Only the referrer's email is required.