System Purpose

This referral management policy applies to Gladsme Computer Education and Gladsme Technologies. The system is designed to manage student and employee referrals with the following goals:

• Prevent fake referral claims
• Track genuine referrals
• Avoid duplicate lead ownership
• Automate commission eligibility
• Maintain transparency between management, sales team, and referrers

Core Referral Policy

Definition of Referral

A referral is considered valid only when:

• The referrer brings a completely new lead
• The lead was not already present in the system
• The referral is registered before the student contacts or visits the institution

A referral is not valid if:

• The student already visited the office
• The student already contacted the institution
• The student already exists in CRM/database
• The claim is made after enrollment
• The lead source ownership is unclear

Referral Registration Rules

Mandatory Pre-Registration

Every referral must be registered before any of the following:

• Office visit
• Phone inquiry
• WhatsApp inquiry
• Website inquiry
• Enrollment

Without pre-registration, no commission is applicable.

Lead Ownership Rules

Valid Ownership

Referral ownership belongs to the person who:

• First registers the lead in the system
• Provides valid lead details
• Registers before any direct contact from the student

Existing Lead Restriction

If the student already exists in the inquiry database, CRM, walk-in records, call logs, or WhatsApp inquiry records, the referral cannot be claimed later.

Walk-In Protection Rule

If a student directly visits the office before referral registration, the referral becomes invalid, even if an employee later follows up, the student later mentions someone’s name, or a staff member privately asks the student to mark them as the referral source.

Referral Validity Period

Referral ownership remains active for 30 days from the registration date. After 30 days, the referral expires automatically. Administration may manually extend validity where appropriate.

Commission Rules

Commission Eligibility

Commission becomes eligible only if the student pays the minimum required fee amount. Recommended thresholds:

• Minimum 50% fee payment, or
• Full fee payment

Advance payments alone do not trigger commission. For example, if the course fee is ₹25,000 and the student pays ₹5,000, commission is not eligible yet.

Refund Rule

If the student cancels enrollment, requests a refund, or stops the payment process, commission becomes invalid. If commission was already paid, it may be deducted from future payouts.

Commission Structure

Suggested commission rates (subject to management approval):

• Existing student referral: 5%
• Employee referral: 3% to 5%
• External partner referral: 10%
• Special affiliate partners: Custom percentage

Required Lead Information

Referral submissions must include:

• Referrer name
• Referrer type
• Referrer phone number
• Student name
• Student phone number
• Interested course
• Notes
• Submission date and time

Optional: screenshot proof, chat proof.

Student Lead Tracking

Each lead may include the following fields:

• Lead ID
• Referral status
• Referral owner
• Lead source
• Walk-in status
• Inquiry date
• Enrollment date
• Payment status
• Commission status

Referral Claim Restrictions

Claims are invalid if submitted after enrollment, after office inquiry, after walk-in, or when the student already exists in the system.

Employee Rules

Employees are not allowed to:

• Claim random walk-in students
• Secretly share commissions
• Manipulate lead ownership
• Ask students to falsely mention referral names
• Reassign existing leads as referrals

Violations may result in referral cancellation, warning, or temporary suspension from the referral program.

Suggested Workflow

1. Referral submission — Referrer submits student details, course interest, and contact information. The system stores timestamp and ownership.
2. Duplicate check — System checks existing inquiry, CRM, and walk-in records. If the lead already exists, it is marked duplicate and referral ownership is rejected.
3. Lead verification — Admin verifies new lead validity and referral authenticity.
4. Counseling and follow-up — Sales team handles calls, counseling, and follow-up. Lead ownership must not change during this stage.
5. Enrollment — Student enrolls and payment details are updated.
6. Commission eligibility check — System verifies required payment threshold. Status becomes Approved if eligible, otherwise Pending.
7. Commission payout — Accounts/Admin processes payouts weekly or monthly.

User Roles

Admin

Full access: approve/reject referrals, manage commissions, view reports, edit system settings.

Sales Team

May view assigned leads, update lead progress, and add follow-up notes. Cannot modify referral ownership.

Referrer

May submit referrals, track referral status, and view commission status.

Status Types

Referral Status

Pending Verification, Approved, Duplicate Lead, Rejected, Expired, Enrolled, Commission Pending, Commission Approved, Commission Paid, Cancelled.

Payment Status

Not Paid, Advance Paid, Partial Payment, 50% Completed, Fully Paid, Refunded.

Commission Status

Not Eligible, Pending, Approved, Paid, Cancelled.

Reports

Administrative reports may include:

• Total referrals and enrollments
• Conversion rate
• Commission payouts
• Duplicate referrals
• Top referrers
• Revenue generated through referrals

Notifications

Optional notifications may be sent for referral submitted, approved/rejected, student enrolled, commission approved, or commission paid via email, WhatsApp, SMS, or in-app notifications.

Audit & Security

The system should maintain activity logs, timestamp history, ownership tracking, and change history. Every important action should be logged.