Capturing Referees
How a referred lead comes in — capture channels, capture fields, what a capture carries, per-channel approval, conflicts, and consent
A capture is the moment a referee enters the program: a new lead is created (or an existing one found by phone), linked to the referrer, and given a starting status. Where the capture comes from — its channel — decides whether it is accepted on the spot or waits for a person.
Capture Channels Are Yours to Define
Channels are plain names you maintain under Settings → Loyalty → Referral — “Front desk”, “WA link”, “Public form”, “Ambassador form”. The list is empty until you define it. Programs pick from this list, and every capture names the channel it came through.
Where captures come from | Channel named by |
|---|---|
The Add lead dialog | The agent, from the program's channels (Attribution channel) |
A public web form | The form's configuration — one channel per form |
Your own systems | The |
Accept Now, or Hold for Approval?
For each channel a program selects, you choose one of three behaviours under Approval by channel:
Choice | Effect on a capture from that channel |
|---|---|
Program default | Follows the program's Manual advance of a reward stage: Release immediately accepts the referral at once; Hold until verified holds it for a reviewer |
Accept immediately | The referral is accepted on capture; its first milestone fires straight away |
Needs approval | The referral waits in the review queue as an attribution approval until a reviewer accepts or rejects it |
One program, two doors
Capture Fields
Beyond name and phone, you can define the details every referral should record — a branch, a campaign, a patient ID — under Referrals → Programs → Capture fields. Each field has a name, a data type (text, phone number, email) and, optionally, fixed choices; fixed choices become dropdowns in Add lead, and every field becomes a filter on the Leads page.
What a Capture Carries
Field | Notes |
|---|---|
Referee phone (required) | The lead's identity; an existing lead with this phone is reused |
Referral code — or the program | A code attributes the referee to its owner; Add lead checks the code as you type and shows who owns it |
Referee name | Stored on the lead |
Channel | One of your channel names |
City and centre | Where the referee was captured — shown on their profile |
Counsellor | The agent assigned to follow up; a ticket is created for them |
Tags | Applied to the lead on capture, on top of the program's tag rules |
Capture fields | Your tenant-defined details, stored as lead attributes |
Initial note | Free text, shown on the lead |
What Happens Next
- The referral's attribution window starts. A referral still pending when it closes expires.
- The fraud checks run — self-referral, capture velocity, block lists (see Approvals & Fraud Review). A hit sends the referral to review instead of accepting it.
- If another referrer already claims the same referee — in any program — a conflict review is opened and the claims wait for a decision.
- Otherwise the channel rule applies: accepted at once, or pending approval.
- On acceptance the referee becomes a loyalty member if they were not one, the program's capture tags are applied, and the first stage fires.
On the Leads page the lead reads Pending approval, In journey, Flagged or Expired accordingly.
Consent
When a program requires DPDP consent, every fresh capture records the referee's consent as pending and the lead shows Get consent. Staff send a WhatsApp one-time code to the referee and enter the code they read back; the lawful basis is recorded and messaging is unblocked. Consent can also be recorded or withdrawn by hand over the API. States: not required, pending, granted, denied, withdrawn.
For developers
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