Custom referral sources let you track how clients find your practice, so you can see at a glance which channels are bringing in the most new business.
Pogozo includes a set of built-in referral options (Google, Social media, Word of mouth, Walked by, Other health professional, and Other). You can add your own on top of these to reflect how your practice actually attracts clients.
Setting up referral sources
Go to Settings → Communication & Marketing → Communication Settings
Scroll down to Referral types.
Click inside the Add referral types field, type the name of your referral source (for example, "GP Referral", "Local gym partnership", or "Podcast"), and press Enter/return.
The new type will appear as a tag below the field.
Repeat for each source you want to add.
To remove a referral type, click the X on its tag.
TIP: Referral type names are checked for duplicates without regard to case, so "Podcast" and "podcast" are treated as the same entry. The name saves exactly as you typed it.
TIP: Removing a referral type does not erase historical data. Clients already recorded with that source will still show it in reports — it simply stops appearing as an option for new clients.
Once you are done, click Update changes at the bottom of the page.
Your custom referral types are now available automatically in:
The client form in Pogozo Web
The Pogozo App onboarding flow
Any intake forms that use the referral source data point
Assigning a referral source to a client
Pogozo Web
To add or edit a client referral source in Pogozo Web:
Go to Clients → + Add new client (or) … View → Edit Client
Scroll to the Further information section of the client form.
Click the How did clients hear about us? dropdown.
Choose the appropriate source. Your custom referral types appear alongside the built‑in options.
If a client mentions something that doesn’t match any listed source, select Other. An extra field appears where you can add more detail.
Complete the rest of the client form and click Update.
The referral source is saved to the client's profile and will appear in your referral reports.
Pogozo App
When a new client completes onboarding via the Pogozo App, they'll be asked how they heard about your practice.
The app pulls options directly from your Communication Settings, so any custom referral types you've added appear automatically. No extra setup is needed.
Adding a referral source question to a form
In the form builder, you can include the referral source question as a data point so clients can self-report it when completing an intake form.
Open an existing form template or create a new one.
Go to Settings → Documents & Templates → Communications & Marketing → Form templates
Select + Create new template (or) select … menu → Edit
Once open, scroll to where you would like the question to appear.
Select + Add question, then use the How Did You Hear About Us? question type, under the Data Point category.
When a client submits the form, their selection is saved straight to their client profile and feeds into your referral reports.
Because this is a data point (not free text), responses map directly to your referral source names. This keeps your reporting data clean and consistent.
Viewing referral reports
Go to Reports → Clients → Referrals.
The report contains three sections.
Client referrals by month is a bar chart showing the number of new clients per month, broken down by referral source.
Use the Referral Type filter to focus on specific sources, and use the year picker to switch between calendar years.
Client referral by referral type is a summary table with three columns: Referral Source, Number of Clients, and Percentage.
Use the date range filter above the table to limit results to a specific period. The table is paginated at 10 rows per page.
Client referral details is a detailed table showing Client Name, Referral Source, and First Appointment/Class Type for individual clients.
You can filter by Referral Source, Appointment Type, Class Type, and by date range. Filters can be combined. Changing any filter resets the table to page 1. Click a client's name to go directly to their profile.
TIP: Set up your referral types before you start adding clients. The sooner you configure them, the more accurate your historical data will be.