Workforce Support Team | Workforce Support Team |
SOP-DE-WFS Refer a Friend - Workforce One | Number of Reviews: 3 |
Approvers: Olga Memmer | Date of Review: 24/04/2025 |
Guidelines & Policies
This page aims to clarify when and how employees can refer friends as new employees through our Referral Programme. Here are some good-to-knows:
Referrer: An active employee who refers a friend as a new employee
Referred/ Referral: A new joining applicant/ employee who has used the referral link from the referrer to apply online for a rider or ops associate position at Flink.
Performance Requirements:
Referred individuals must complete 5 shifts within their first 4 weeks of employment.
No-shows are not permitted throughout the entire first month to qualify for the bonus.
Timeline for Bonus Eligibility:
Bonus eligibility begins one month after the referred individual starts working.
Bonus claims must be submitted within 3 months of the payout month, with the deadline being the 31st of that month.
Active employee requirements:
All active employees (riders and ops) can refer friends as new employees and also be referred since 15.10.2024 (Note: until 15.10.2024 only Riders could be referred).
Mini-job employees cannot be a part of this program as referrers or referrals.
Ex-Employee Exclusion:
Former employees are not considered eligible for the Referral Bonus program.
If the referred individual meets bonus criteria after the referring employee's exit, the referring employee is not entitled to the bonus.
Former employees rejoining Flink are also not eligible for referral bonuses.
Important: effective April 1st, 2025 - Flink will no longer cover tax contributions for payments such as the “Refer a Friend” bonus
Step-by-Step
1. Employee contacts Workforce Support requesting payout for a referral of a friend.
Identify and verify on SAP if the employee is active, move to the next step.
In case the referring employee is inactive and is requesting the payout for an older referral
If the referral is older than 3 months, the employee is not eligible for any payout
If the referral was completed after the referring employee's termination, the employee is not eligible for any payout
If the referral was completed before the referring employee's termination and the referral was less than 3 month old, move to the next step
2. Navigate to Referral Rock
The referral rock uses a common log in that is shared with the team. Please make sure to log in only using these credentials and not your personal email address.
Use the following credentials to log in to Referral Rock:
Email address: [email protected]
Password: Flink!123
3. Click on Members -> View all
Once logged in, you will see a dashboard with options on your left-hand side.
From the options on the left-hand side, click on "Members" and you will see more options.
You will find more dropdown options. Here, click on "View All".
4. Search for the referring employee
Once you click on View all, you will see the list of employees who have shared their referral link. Using the search bar, enter the referring employee's email.
5. Referrer info
Once you click on the search button, the referrer's general info view is seen on the right side of the screen. This includes the overview of the referring employee's details including their full name, auth ID, number of referrals created, and the rewards received for the referrals so far.
6. Detailed overview of the referrer
In the detailed overview, you can see the complete information of the referrer.
As you click on Referrals button, you will find a list of the referrals made by the referring employee.
You can click the button "View in Advanced Data Table" which will open a better view of all referrals. This is more used when the list is too long.
7. List of referrals
Once you see the list of all the referrals, you can identify the status of each referral made so far.
These can be classified as follows:
Pending: Has applied using the referral link and is still in the application process
Can be verified by checking the email ID on Fountain
Created date indicates the date of application using the referral link
Qualified: Started working at Flink after applying to Flink using the referral link
Qualified date indicates the referred employee's start date
Approved: Successfully completed the requirements for the referral bonus
Approved date indicates the date when the referred employee successfully completed all the requirements for the referral bonus
You can also click on the referee's name to get a more detailed view of that referral.
7a. Referrals on Pending
For the referrals on pending, check the email address of the referral on SAP and Fountain to verify the status of the application.
The email address should not have any associated accounts on SAP!
The email address should have an application under progress where the Application Stage is not "Approved" or "First Shift Scheduled". It can also be verified on Fountain profile -> History to identify any potential contract signature confirmations
If the referral employee has raised a request on Zendesk for an employee with Status = Pending, reply on Zendesk using the macro DE > EN > Referral bonus: 1 month + 5 shifts threshold.
This informs the employee regarding the requirements that need to be fulfilled before the referred employee can be considered for a referral bonus.
7b. Referrals on Qualified
For referrals on qualified:
Check for the employment start date of the referred employee on SAP
If the referred employee's start date is less than 1 month old, reply on Zendesk using the macro DE > EN > Referral bonus: 1 month + 5 shifts threshold.
7c. Referrals in Approved
For referrals in approved:
Click on the referred/ referral's name from the list
Identify the Approved Date on the Referral Status. If the Approved date is from the current payroll month:
Update the employee on Zendesk using the macro DE > EN > Referral bonus: 1 month + 5 shifts threshold. (The payment will be made automatically in the next payroll cycle)
EDGE CASE: Referral on Qualified even after completion of all requirements
If the referred employee's start date was more than 1 month ago:
Check the schedule of the referred employee on Quinyx to confirm the number of shifts worked in the first 4 weeks of employment is at least 5 worked shifts.
Check the schedule of the referred employee on Quinyx to identify any potential no-shows in the first 4 weeks of employment
If all requirements for referral bonus are met and the employee still has not received the referral bonus in their payslip:
Use the HR-Tracker Payroll DE sheet -> Missing One-Time Payments tab to update the missing referral bonus
In the next empty row, enter the referred employee information. And once completed, enter the referring employee information.
Once the HR Tracker has been updated, inform the employee on Zendesk that the missing payment for the referral bonus will be made in the following payroll cycle.
If all the requirements for the referral bonus are not met:
In this case, the referral is still on Qualified with a valid Qualified date.
Click on the referred/ referral's name from the list after clicking "View All"
Denied on the Referral status.
Inform the employee on Zendesk that the referred employee has failed to meet the requirements for the referral bonus and due to this, neither the referrer nor the referred will be eligible for payment.
EDGE CASE: Referral on Approved but missing payment
If the Approved date is from the previous payroll cycles:
Check the referring employee's SAP and payslips to ensure no payment has already been made for the referral bonus
Once verified that all referral requirements have been met and that there have been no payments made for the referral bonus, use the HR-Tracker Payroll DE sheet -> Missing One-Time Payments tab to update the missing referral bonus
In the next empty row, enter the referred employee information. Once completed, enter the referring employee information.
Once the HR Tracker has been updated, inform the employee on Zendesk that the missing payment for the referral bonus will be made in the following payroll cycle.
EDGE CASE: Referral missing on the list of referrals in Referral Rock
In these cases, there is a possibility that the referee never used the referral link from the referrer. Therefore, there is no entitlement for a referral bonus irrespective of the completion of requirements for a referral bonus.
Check if the referral name from the Zendesk ticket is on the Referral Rock list- make sure to use "View all" to ensure all referrals are visible.
When confirmed that the referral name is missing, reply to the referrer on Zendesk using the macro DE > EN > RAF Bonus missing: link was not used.
COMPENSATION INFO:
Effective 10. April 2025 until 16. September 2025 the payout amounts change:
For Bikes:
Referrer value reduced from €100 to €50
Referee value reduced from €50 to €0
For Scooters
Referrer value reduced from €150 to €100
Referee value reduced from €50 to €0
Effective 16. September 2025 we reverted the values to their original, pre-Summer rates.
The new (current) values are as follows:
For Bikes
Referrer value increased from €50 to €100
Referee value increased from €0 to €50
For Scooters
Referrer value increased from €100 to €150
Referee value increased from €0 to €50
Flowchart
Tools
Zendesk: The employee will raise a ticket with their request.
Referral Rock: This is the platform we use to log all Referral requests whether or not approved.
SAP: To check the employee's information and current status.
Fountain: To check the applicant's current status
Hub Staff Compensation sheet -> DE - Special Payments tab: To check the latest payment information for referrals.
Macros
Macro name | Description |
DE > EN > Referral bonus: 1 month + 5 shifts threshold | When the threshold for the referral bonus is not reached yet and the employee is asking why they have not received the bonus. |
DE > EN > RAF Bonus missing: link was not used | When the UTM does not match on fountain, the referral link was not used |
Contact reasons
Contact Reason | Description |
Payroll > Clarification > Referrals | The employee has questions about referral payments |
Payroll > Payments > Wrong Referral Payments | Employees are reaching out because they think they have been paid an incorrect referral payment |