How to Track Referral Sources?

Modified on Tue, 17 Mar at 9:26 AM

How To Track Referral Sources

Overview

Tracking referral sources in TheraSaaS helps you manage and nurture relationships with your top referrers. This guide walks you through creating the tags, custom fields, and smart lists needed to build a complete referral tracking system — and identify your highest-performing sources.

Step-by-Step Setup

Create a Referral Source Tag

Settings → Tags

Check if the tag already exists

Navigate to Settings → Tags and type "Referral" into the search field to see if a "Referral Source" tag already exists.

Add the tag if it doesn't exist

If no tag is found, create a new one and name it Referral Source. This tag will identify contacts who refer clients to your practice.

Set Up a Custom Field for Tracking Referral Counts

Settings → Custom Fields

Create the custom field

Go to Settings → Custom Fields. Click Add Field and set the field type to Number. Name it Referral Count to track how many client referrals each contact has provided.

Assign and group the field

Assign the field to the Contact object. For easier access, place it under a group such as Additional Info.

Build a Smart List to Track Referral Sources

Contacts → Smart Lists

Create the Smart List

Go to Smart Lists in TheraSaaS. Click Add Column and select How Did You Hear About Us — the intake form field for new leads. Filter the list to show only entries where this field is not empty.

Save the Smart List

Name the list Referral Sources and click Save for quick access in the future.

✓ Tip: Pin this list for one-click access from your contacts dashboard.

Track and Update Referral Counts for Each Contact

Contact Profile

Update the Referral Count

For each new referral received, open the referring contact's profile. Scroll to the Referral Count field and update the number accordingly.

Apply the Referral Source tag

Add the Referral Source tag to each contact who refers clients. This differentiates referrers from your general contact list and enables filtered smart list views.

Create a Smart List for High-Performing Referral Sources

Referral Sources Smart List → Filters

Add filters

Inside your Referral SourcesSmart List, add two filters:

Tag: Referral Source
Referral Count: greater than 5

Save the Smart List

Name this list Referral 5+ and click Save. Use this view to quickly identify and prioritize your most active referrers for outreach and nurturing.

Associate Referral Sources with Companies

Optional — Companies

Set up Companies

Navigate to Companies in TheraSaaS and create records for organizations that refer clients to you — such as hospitals, clinics, or group practices.

Link contacts to their company

In each referral contact's profile, click Company and select the relevant organization. This allows you to track multiple referrers from the same institution under a single company record.

Useful for tracking referrals from group practices or health systems.

What You've Built

Once all six steps are complete, you'll have a fully functional referral tracking system in TheraSaaS.

Referral Source Tag

Identifies contacts who actively refer clients to your practice.

Referral Count Field

Tracks exactly how many referrals each contact has sent.

Referral Sources List

A smart list of all contacts who've indicated a referral source.

Referral 5+ List

Surfaces your highest-performing referrers for priority outreach.

Company Associations

Groups referrers by organization for institutional-level tracking.

Intake Pipeline

Connects referral data to your lead intake and automation flows.

Best Practice

Review your Referral 5+ smart list monthly and send a personalized thank-you or nurture message to top referrers to keep the relationship warm and referrals flowing.

Pro Tip

Use a workflow automation triggered by the "Referral Source" tag to automatically enroll top referrers in a nurture sequence — no manual follow-up needed.