Referral Management System (Power Platform)

A fully adaptive Employee Referral Management System built using Microsoft Power Apps, SharePoint, and Power Automate.

The system enables employees to refer candidates for open roles, allows recruiters and superusers to manage the referral pipeline, and automates the full lifecycle from submission to post-hire probation follow-up and reward notification.

This repository documents the architecture, UI, backend schema, permissions model, workflows, and deployment structure of the solution.

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All Open Roles Interface

Light Mode and Dark Mode views of the All Open Roles experience

Employees can browse open positions, search by keyword, filter by department, inspect role details, and submit referrals directly through the application.

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System Overview

The system manages the complete employee referral lifecycle:

1. Employees browse open roles
2. Employees submit referrals
3. Recruiters review candidates
4. Recruiters update referral status
5. If hired, a hire date is recorded
6. After three months, the system triggers a probation reminder
7. HR confirms probation completion through a companion app
8. The referrer is notified to claim their referral reward

The solution consists of two Power Apps applications:

• Referral App — the main application used by employees, recruiters, and superusers
• HR Confirmation App — a companion application used to confirm successful probation completion

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Key Capabilities

🚀 Adaptive Interface
Works across desktop, tablet, and mobile with responsive layouts.

🌗 Light / Dark Mode
Supports dynamic theme switching for a modern user experience.

🔐 Role-Based Access Control
Employees, recruiters, and superusers each have tailored access and functionality.

⚙️ Automated Workflows
Power Automate handles notifications, hiring decisions, probation tracking, and reward communication.

📊 SharePoint-Backed Data Model
Uses structured SharePoint lists for postings, referrals, and access control.

🎯 End-to-End Referral Lifecycle
Covers the full workflow from role discovery to referral reward notification.

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System Architecture

The architecture is organized into four layers:

Users

• Employees
• Recruiters
• Superusers

Application Layer

• Referral App (Power Apps)
• HR Confirmation App (Power Apps)

Automation Layer

• Power Automate workflows for notifications and probation tracking

Data Layer

• SharePoint lists used as the backend

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Core Features

Browse Open Roles

Employees can browse available job postings using:

• keyword search
• department filtering
• role detail inspection
• direct referral submission

Submit Referrals

Employees can submit candidate referrals directly through the application.

Submitted data includes:

• referral name
• referral email
• job title
• role ID
• level
• location
• referrer information
• supporting description

Recruiter Hub

Recruiters and superusers can manage the referral pipeline by:

• browsing submitted referrals
• filtering by status
• updating candidate status
• adding recruiter feedback
• recording hire dates
• collaborating through comments

Role Management

Superusers can manage job postings directly inside the app by:

• creating new postings
• editing existing postings
• toggling roles between open and closed
• deleting postings

Workflow Automation

Power Automate workflows support:

• new referral notification
• decision notification
• probation reminder
• referral reward notification

Probation Confirmation

The HR Confirmation App allows authorized users to:

• enter a referral number
• verify the referral state
• confirm probation completion
• trigger reward notification to the referrer

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Application Screenshots

Manage Roles

Superusers can create, edit, close, reopen, and delete job postings

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Recruiter Hub

Recruiters and superusers can manage referral review, status updates, hire dates, and internal comments

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Referral Submission Form

Employees can submit candidate referrals directly through the application

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HR Confirmation App

HR confirms whether a hired candidate has successfully completed the probation period, which triggers the referral reward notification

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SharePoint Backend

The solution uses SharePoint as a lightweight backend for both application data and access control.

Lists Used

List	Purpose
Open_Roles	Stores job postings
Referrals_Table	Stores submitted referrals
Recruiters_cafe	Stores recruiter email addresses
Superusers	Stores superuser email addresses

Detailed schema documentation is available in:

docs/sharepoint-schema.md

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Automation Workflows

The system uses Power Automate for event-driven workflow automation.

Workflows Included

• New referral notification
• Referral decision notification
• Referrer acceptance notification
• Probation reminder after hire date
• Referral reward notification

Detailed workflow documentation is available in:

docs/flows.md

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Permissions and Access Control

The system uses dynamic role-based access control based on the current user’s email address.

Roles

Role	Access
Employee	Browse roles and submit referrals
Recruiter	Access Recruiter Hub and manage referrals
Superuser	Full administrative and recruiter functionality

Access is controlled through the following SharePoint lists:

• Recruiters_cafe
• Superusers

Detailed access documentation is available in:

docs/permissions-and-access.md

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Deployment

The system can be recreated in another Microsoft 365 environment by:

1. creating the required SharePoint lists
2. importing both Power Apps applications
3. reconnecting data sources
4. recreating the Power Automate workflows
5. populating recruiter and superuser access lists

Detailed deployment instructions are available in:

docs/deployment-guide.md

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Repository Structure

referral-management-system
│
├── LICENSE
├── README.md
│
├── powerapps
│   ├── referral-app.msapp
│   └── hr-confirmation-app.msapp
│
├── docs
│   ├── sharepoint-schema.md
│   ├── flows.md
│   ├── permissions-and-access.md
│   └── deployment-guide.md
│
├── diagrams
│   └── system-architecture.png
│
└── screenshots
    ├── open-roles-light.png
    ├── open-roles-dark.png
    ├── manage-tab-light.png
    ├── manage-tab-dark.png
    ├── recruiter-hub-light.png
    ├── recruiter-hub-dark.png
    ├── referral-form-light.png
    ├── referral-form-dark.png
    └── hr-confirmation-app.png

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Technology Stack

• Microsoft Power Apps
• Microsoft Power Automate
• SharePoint Online
• Microsoft 365

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Security and Privacy

This repository contains only:

• application packages
• documentation
• architecture visuals
• sanitized screenshots

No confidential company data, internal URLs, or employee information are included.

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Documentation

Additional technical documentation is available in the docs/ folder:

• sharepoint-schema.md
• flows.md
• permissions-and-access.md
• deployment-guide.md

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License

This project is licensed under the MIT License.

See LICENSE file for details.

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🧑‍💻 Author

Adham Elkhouly

• Analytics Specialist @ Nestlé
• Developed independently as part of an internal automation initiative to improve employee referral workflows using the Microsoft Power Platform.