Referral categories let you group the different ways new clients find your business - things like "GP", "Specialist", or a particular referral partner - with specific referrers sitting underneath each one. For example, "GP" might be the category, and an individual GP's name would be the referrer.
Each referrer can optionally be linked to a contact already saved in your business, so you can see the relationship at a glance. Together, they help you see exactly who's sending you new clients, not just a general source.
TIP: If you were already using referral tags, they've automatically become referral categories - there's nothing you need to migrate.
Creating a referral category
Go to Settings, then Communications & Marketing, and select Referrers.
Click Create Referral category.
Enter a Category name - for example, "GP", "Specialist referral", or "Social media".
Under Referrers enter the Referrer name - this is the specific person or source, like a GP's name.
Click Add referrer again for each additional referrer you want under this category, or click Remove next to a row to take it off the list.
Optionally you can link the referrer to an existing contact. On a referrer row, use the Connect to contact search field to look up an existing contact by name.
Select the contact from the search results. This replaces the search field with a chip showing the contact's name.
TIP: Click the x on the chip if you need to remove the connection and search again.
Click Save.
You'll be taken back to the Referral categories list.
Connected referrers will show as a filled chip labelled with "(contact)", while referrers that aren't linked to a contact show as an outlined chip - a quick way to see which referrers are set up with contact details.
Editing or deleting a category
Click the three dots to the right of the Referrer category and select Edit to open its form again.
Update the Category name, or add, edit, and remove referrers the same way you did when creating it. Click Save to apply your changes.
To delete a category, click the three dots to the right of the Referrer category and select Delete.
If the category still has referrers linked to it, the delete option is disabled and shows as Delete (remove linked referrers first). Edit the category, remove its referrer rows, save, then come back and delete it.
IMPORTANT: Deleting a category is permanent, so double-check you've picked the right one before confirming.
How referrals are captured
Once your categories and referrers are set up, they show up anywhere your business asks "how did you hear about us?". This includes on your public online booking pages, form-builder forms, when a team member adds or edits a client's details, and when a client signs up through the Pogozo App.
In each case, the person first picks a Referral category from the dropdown - this list includes your custom categories alongside standard options like word of mouth or social media.
If the category has referrers under it, a Referrer field appears next, listing the referrers linked to that category. There's also an Other option if the specific referrer isn't listed, which opens a free-text field to type a name.
A Notes field is available for any extra detail worth recording against the referral.
TIP: Team members can update this at any time from a client's profile - go to Clients, select the relevant client profile, then Edit their profile. In the Further information section you can change the referral category, referrer, or notes.
Where to see referral reports
Go to Reports, then Clients, and select Referrals.
Read more about the Referrals report in our guide Reports: Referrals.
TIP: Use the referral reports to spot your best-performing referral sources - it's a good way to see which GPs or partners are worth thanking (or following up with).