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How to Create a Referral (Inbound and Outbound)

Learn how to create inbound and outbound referrals within a client’s profile to support coordination with external providers and track referral outcomes.

What this feature does

The Referrals feature enables organizations to track and manage both inbound and outbound referrals for a client. This functionality supports coordination of care by documenting connections with external organizations, monitoring referral progress, and maintaining a centralized record of referral activity within the Client Toolkit.

Who can use this feature

  • Organization Administrators – Can add, edit, view, and export referrals.
  • Team Members – Can add, edit, view, and export referrals.
  • Interns / Volunteers – Can add, edit, and view referrals but cannot export data.
  • Law Enforcement / Advocates – Do not have access to the Referrals feature.

Before you begin

  • Ensure the client has been created in the system.
  • Confirm that you have the appropriate permissions to manage referrals.
  • Gather relevant information about the referring or receiving organization to complete the referral details.

 

How to Create a Referral

Step 1: Navigate to the Client Profile

1. From the left-hand sidebar, click Clients.

2. Select the client for whom you want to create a referral.


3. Within the Client Toolkit, click the Referrals tab.

Step 2: Add a New Referral

1. Click the + Add Referral button located in the upper-right corner of the Referrals dashboard.

2. Select the Referral Type:
    • In (Inbound): Referrals received for the client from external organizations or partners.
    • Out (Outbound): Referrals initiated by your team to external providers or services.

 

Creating an Inbound Referral

Use an Inbound Referral when a client is referred to your organization by an external provider.

Required Fields

  1. Referral Date
    • Enter the date the client was referred to your organization.
  2. Referral Status  
    Select the current stage of the referral:
      • Connected: The individual successfully connected with your organization and engagement has begun.
      • Did not connect: The individual did not engage after the referral (e.g., declined or unreachable).
      • Initiated: The referral has been received but engagement has not yet been confirmed.

  3.  Referral Source

    • Select the referring entity (e.g., community organization, healthcare provider, school district, mental health service, or legal service).

       
     
  4. From Organization
    Enter the name of the organization that referred the client.
  5. Referral Reason(s)
    • Select one or more reasons for the referral based on the client’s needs (e.g., housing assistance, mental health support).
  6. Notes (Optional)
    Add any additional context or information to support follow-up and coordination. undefined-Apr-14-2026-01-41-57-2985-PM
  7. Save the Referral
    • Click Create Referral to save the entry.



Creating an Outbound Referral

Use an Outbound Referral when your organization refers a client to an external provider or service.

Required Fields

1. Referral Date
  • Enter the date the referral was sent to the external organization.

2. Referral Status
Select the appropriate status:

  • Connected: The client successfully connected with the external organization.
  • Did not connect: The referral did not result in engagement.
  • Initiated: The referral has been sent but connection has not yet been confirmed.

3. Referral Source (Optional)
  • Select the entity initiating the referral, if applicable.

4. To Individual (Optional)

  • Enter the name of the contact person at the receiving organization.

5. To Organization

  • Enter the name of the organization or service to which the client is being referred.

6. Referral Reason(s)

  • Select one or more reasons for the referral based on the client’s needs.

 

7. Notes (Optional)
    • Add any additional context to support coordination and follow-up.

8. Save the Referral

  • Click Create Referral to finalize the entry.

 

Result

Once saved:

  • The referral will appear in the Referrals Dashboard within the client’s profile.
  • Users can monitor referral progress through status updates.
  • The record contributes to a centralized history of external service coordination.



 

Tips / Best Practices

  • Keep referral statuses updated to reflect the most accurate engagement stage.
  • Provide clear organization and contact details to facilitate coordination.
  • Use the Notes section to document follow-up actions or important context.
  • Select accurate referral reasons to support reporting and service planning.
  • Review the dashboard regularly to monitor active referrals.

 

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Need more help?

If you need assistance creating or managing referrals, please contact your Organization Administrator or reach out to our Support Team through the in-platform chat and select “Report an issue.”