How to Track Referrals in TrackMaster

This article describes how to use the Referrals feature in TrackMaster. Referrals can be used to track hand-offs from one team to another or when a person receiving a service is referred to another team. This helps ensure that someone always follows up with the person receiving the service.

Summary

This article describes how to use the Referrals feature in TrackMaster. Referrals can be used to track hand-offs from one team to another or when a person receiving a service is referred to another team. This helps ensure that someone always follows up with the person receiving the service.

 

Steps

Referring a Person to Another Team

1. Go to Engagement -> Referrals.
2. Click +Add New Item.
    
3. Enter the purpose for this referral (a single sentence is best), and the client/customer/member you are referring.
4. Select your team under Referred By.
5. For internal referrals within the same center or institute, select the appropriate team under Referred To.
6. For external referrals outside the center or institute, select the specific person under External Referral To.
    
7. Enter any notes as needed, and click Save.
8. For internal referrals, the receiving team, including the team lead, will receive an email notification. No notification is sent for external referrals.

 

Assigning a Referral

1. Once a Referral is created, the receiving team can manually assign it to a specific team member for follow up.
2. Click the link in the email notification, or go to the Referrals list and find the referral.
    
3. Click on the referral and select the team member who will follow up under the Assignee field.
    
4. Click Save.
5. The assignee will receive an email notification.
    

 

Working On and Closing a Referral

1. If the referral involves multiple communications before a service is rendered, you can use the Notes or Comments to log any notes or copy & paste emails.
2. Use the Status field as appropriate. You can also drag & drop the referral entry to change its status.
    
3. Once the referral is completed, as determined by each team's process, change the Status field to Completed or drag & drop the item to the Completed bucket.

 

Reviewing Your Own Referrals

• To review any referrals assigned to you, use the Assigned to Me view.
   

 

Notes

• None.

 

Resources

• None.

 

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