Hi guys,
We are looking to run a referral program, for the sake of example referrer is Joe Bloggs and referee is Jane Doe. I’ve marked which stages we’ve completed and which stages we need guidance on and the best way to manage. Excuse the length of the description.
STEP 1: Within our App Joe Bloggs clicks our ‘refer a friend’ button. He shares the link via email or just by copying with Jane Doe. This URL string has a UTM_ID (i.e. 123) which identifies Joe Bloggs as the referrer (Completed)
2. When Jane Doe fills in the form and submits her details along with the ID assigned to Joe Bloggs are captured with hidden fields (Completed)
3. Upon form submission we think the best way to handle this is by creating two tickets - One for our sales team to prioritise Jane Doe as a prospect and ensure it is handled quickly, and one for most likely our Marketing/Sales team to manually go in and add Joe Bloggs’ name and email address to Jane Does contact info in Hubspot. (Not completed)
- NOTE - We need to add Joe Bloggs’ details to Jane Does contact because the Unique ID means nothing to Hubspot, it’s an internal number associated with our App. Once the deal closes we want to let the referrer know via email, which is why this is required. If there is a way to automate this somehow, that would be perfect. I guess the only way to do this is create a ‘contact property’ called ‘App ID’ and manually populate the field for referrers (existing clients) in our database? In terms of adding the referrers details to the referee contact, is it best to create contact properties ‘referrer name’ and ‘referrer email address’?
- NOTE - We need Jane Doe to be kept completely separate from other Sales leads as referred leads are going to be (we hope) fairly decent. What can we do to separate people that are marked as ‘referrers’ from general leads? I thought lists may work, but my understanding is lists is for Sales not Marketing?
4. When Sales ‘close’ Jane Doe, we want to email Joe Bloggs to inform him his referral was successful and information on next steps (i.e. payment). We believe a deal based workflow is best here, i.e. when Jane Doe = closed, send email to ‘referrer email’ contact property (Not completed)
- NOTE - When I tried to set up this ‘deal-based’ workflow, the ‘external email’ only allows me to send a Marketing email. Our existing clients I don’t believe have all opted in so ideally this should be a ‘Customer Services’ message. These options are greyed out for me, unsure if it’s an access issue or something else.
Hi @rfernandes1994
Thank you for reaching out and for all the details!
I want to tag some of our experts on this - @HubDoPete @NicoleSengers @danmoyle do you have any thoughts for @rfernandes1994 on this?
Thank you!
Best
Tiphaine
Our referral platform integrates with Hubspot - it won’t work the exact same way you have described, but it allows you to setup a referral camapign pretty quickly + send all new referred leads directly to Hubspot.
You can check it out here 
HubSpot Marketplace
I know my response here is pretty late, but I am too drafting out a inhouse referral program through HubSpot to step away from other platform referral programs that have a high cost and gain some potential B2B leads from top referrers.
Would you mind sharing what you ended up doing for your uncompleted items? I could see some possible solutions with Zapier and or using ‘Custom Objects’ and or ‘Companies’ but would love to hear what you did. Thank you in advance.
I wrote a pretty detailed guide on b2b referrals. I know it doesn’t help with the ‘Custom Objects’ and or ‘Companies’ question, but B2B referral programs are generally hard to get right so i shared some of my experience on that 
TO help on the tech question, i’ve tried to do something similar before so can share some of my old notes:
One way you can do this is to create custom fields in your HubSpot CRM. HubSpot calls these properties. You can create custom properties to store unique data for your business.
You do this by clicking the Settings icon in the main navigation bar. Navigate to Properties in the left sidebar. Click the Select an Object dropdown menu, then select [Object] properties. To create a property, in the upper right, click Create property.
In the right panel, set the property’s basic information:
- Object type - select the object that will store the property. By default, this is the object you selected earlier
- Group - select the property group that the property will belong to, i.e., a property group is a label used to group similar properties within an object.
- Label/Name - the name of the property as it will appear in your HubSpot CRM, e.g., People Referred, Referrer, or Converted
- Internal name – an unchangeable name for the property that people will use in integrations and APIs rather than the property label.
- Description – enter text to describe the property
Click Next to set the property’s field type, i.e., Single checkbox, Multiple checkboxes, Date picker, Number, File, Radio select, Dropdown select, Single-line text, Multi-line text, Calculation, Score, HubSpot user, or Rich text.
Once you’ve selected your field type, you click on Next and then set validation rules for your property.