Referrals Log
Track every business referral from receipt through contact, conversion, or closure, with clear referrer credit and an instant alert when managers add a new record.
Included with every MangoApps plan.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Professional Services · Healthcare Organizations · Recruiting And Staffing · B2b Sales Teams · Partner And Channel Operations
Overview
The Referrals Log is a working MangoApps app for recording who or what was referred, where the referral came from, and what happened next. Each record includes Referred, Type, Referrer, Contact, Status, Value, Received, and Notes. Type distinguishes Client, Candidate, Partner, and Patient referrals, while Status follows a simple New, Contacted, Converted, or Closed lifecycle.
Only managers and admins add records, which keeps intake controlled while allowing the referral history to be edited or deleted when corrections are needed. When a new record is added, the New referral automation notifies the app owner so the referral does not sit unassigned. Use the In play saved view to find anything that is not yet Converted or Closed, This month to review recent intake, and Converted to examine completed outcomes.
The Overview screen presents metric and card-style summaries, while Full log provides the complete grid and action bar for reviewing or maintaining records. This template fits teams that need a shared referral register with clear referrer credit and follow-up status. It is not a substitute for a recruiting pipeline, case-management system, or regulated patient-record system, and sensitive data should only be entered after access and retention rules are confirmed.
Standards & compliance context
- For Patient referrals, confirm that access, privacy, and retention controls meet your organization’s applicable healthcare requirements before entering sensitive information.
- For Candidate referrals, treat the log as a source-and-outcome register and keep detailed recruiting records in the approved recruiting system.
- If referral values or outcomes inform incentive payments, retain the Referrer and Status history according to your organization’s finance and record-retention policy.
- Because records can be edited or deleted, define who may correct or remove a referral and when an audit or retention hold requires preserving it.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- Add the Referrals Log to your MangoApps workspace and review the Type and Status options before inviting users to rely on it.
- Confirm that only the managers and admins responsible for intake can add records, and assign the app owner who will receive the New referral notification.
- Log each referral as it arrives by completing Referred, Type, Status as New, Received, and the available Referrer, Contact, Value, and Notes fields.
- Work from the In play view to contact active referrals, then update Status to Contacted and later to Converted or Closed as the outcome becomes known.
- Use This month and the Overview screen to review intake and activity, then open Converted or Full log when checking completed referrals and recorded Value.
- Close the loop by correcting incomplete records promptly and using Notes to preserve relevant context without turning the register into a full case file.
Best practices
- Enter the Received date when the referral first arrives rather than when someone eventually opens the record.
- Always select a Referrer when credit matters, and use Notes to explain the source when the person or organization is not available as a user.
- Set every new record to New so the In play view catches it and the owner can distinguish untouched referrals from those already contacted.
- Define what Value means before rollout, such as expected value or realized value, and apply that definition consistently.
- Move referrals to Closed when they will not progress instead of leaving them in Contacted indefinitely.
- Review In play on a regular cadence so New records receive a response and Contacted records do not become forgotten follow-ups.
- Keep Patient and Candidate notes limited to information appropriate for this register, directing detailed records to the approved system of record.
- Use the Full log action bar for corrections and periodic cleanup rather than maintaining a second spreadsheet.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What types of referrals can this log track?
The Type field supports Client, Candidate, Partner, and Patient referrals. Use the Notes field to capture context that does not fit the structured fields. Candidate pipelines should remain in the Recruiting workflow rather than being managed here.
Who should add records to the Referrals Log?
Only managers and admins add records, keeping the register consistent and limiting changes to authorized staff. Assign ownership for monitoring the log and responding to the New referral alert. Other team members can provide referral details to the person responsible for data entry.
How often should the log be reviewed?
Add each referral as soon as it is received so the Received date and initial Status are accurate. Review the In play view regularly for referrals that are New or Contacted, and use This month for a recurring performance check. Review Converted when reporting on completed outcomes.
Does this replace a recruiting or candidate pipeline?
No. The log records the source and outcome of a referral, including Candidate as a Type option, but it is not a full recruiting pipeline. Candidate stages, interviews, and hiring actions belong in the Recruiting workflow.
Can the Referrals Log support compliance or audit needs?
It creates a structured record of who or what was referred, who sent it, when it was received, and how it progressed. It is not automatically a legal or regulatory record, so confirm retention, access, and privacy requirements with your organization before using it for sensitive Patient or personnel information.
What is the common mistake when using a referral spreadsheet?
A frequent failure is recording the referral but not updating Status after the first contact. Another is leaving Referrer or Received blank, which makes credit and timing difficult to verify. Make those fields part of the intake check before a record is considered complete.
Can we customize the fields and status values?
Yes, the starting app can be adapted to your referral process. Review the Type and Status options before rollout so they match your terminology, and decide whether Value should represent expected or realized value. Keep the core lifecycle clear so the In play and Converted views remain useful.
Where does the new-referral alert go?
When a record is added, the New referral automation notifies the app owner. The owner should confirm who receives that notification and define the response expectation for New records. The alert does not replace updating Status to Contacted after outreach.
How is this better than an ad-hoc spreadsheet or clipboard?
The working app uses typed fields, saved views, an Overview screen, and a Full log screen instead of relying on manual filtering. It also alerts the app owner when a new record is added. The append-and-review workflow makes active referrals easier to find without rebuilding a report each time.
Related templates
Ready to use this template?
Referrals Log runs on a platform app included with every MangoApps plan — pick a suite and it comes along.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
