Configuring your referral program

Overview

This article covers how to configure gaiia's Referral feature, including enabling referrals, setting up rewards, configuring delay periods, and customizing how rewards are communicated to customers. For an introduction to how the referral feature works, see Referral — Overview.

Referral settings

Referral settings are configured in Admin > Settings > Referrals.

Enable or disable referrals

• Enable referrals: Customers can share referral codes and apply them during checkout.
• Disable referrals: Referral sharing and rewards are turned off entirely.

Rewards

You can configure rewards for both the referrer and the referee. Each role can receive a different reward type and amount.

Reward application options

Apply a discount

This option automatically applies a one-time, dollar-based discount (for example, $50 off at order submission) when a referral is used. The discount must already exist as a product in gaiia's product catalogue. This is the recommended option for teams that want rewards to be applied automatically and managed entirely within gaiia.

Grant rewards manually

Use this option if you want to issue rewards outside of gaiia, such as gift cards, cash, donations, or other external incentives.

Referral data is made available in Snowflake to support manual or third-party fulfillment.

This option does not send notifications when referral codes are entered or validated. Your team must monitor referral activity and manage fulfillment manually.

Run a workflow

This option triggers a custom workflow when a referral code is entered. Using a workflow, you can issue discounts in gaiia, trigger external rewards, and apply custom business rules. When this option is selected, reward delay periods for both the referrer and referee, as well as the reward description shown at checkout, are defined directly within the workflow rather than in Referral settings.

Workflows must be built and maintained by your team using gaiia's workflow builder.

Reward delay period (optional)

You can delay rewards for the referee, the referrer, or both until the new customer meets a minimum active period. Delay periods are configured independently. One role may have a delay while the other does not, and the length does not need to match.

Communicating rewards to customers

Reward descriptions

• Discount product: gaiia automatically displays the discount description at checkout and in the client portal. Learn more about discounts.
• Manual rewards: Define the reward descriptions for the referrer and referee directly in Referral settings. Learn more about Snowflake.
• Custom workflows: Reward descriptions must be configured within the workflow and are not managed in Referral settings. Learn more about workflows.

If reward descriptions are configured both in Referral settings and in a custom workflow, the descriptions defined in the workflow will be displayed.

Client portal message

Customize the short message existing customers see in their client portal when viewing or sharing their referral code.

Referral program information URL

You can optionally link to a public page with full details about your referral program, including terms, eligibility, and reward timing.