Reference Check Surveys allow the ATS users to solicit and record reference check related information for applicants using reference fields completed during the application process.
This can be accommodated via email or phone. To enable this optional feature within your ATS portal, please contact ExactHire Client Success at support@exacthire.com and request that Reference Check Surveys be enabled for your site.
Once enabled, there will be a new "Surveys" tab in your Settings dashboard.
Select "Reference Questions" from the drop-down box, and a new window will appear where you may give your survey a name. Complete the remaining fields and select "add new." You may also add new surveys using the green plus sign icon on the Surveys tab.
Your newly-created survey group will appear in the list on the page. Click the "show questions" link and then click the green plus sign box (the lower of the two on the page) to start adding questions to your newly created reference check survey form.
A pop-up window will appear prompting you to enter the first question. Choose from question types such as small/large text boxes, multiple choice drop-down, checklist, option menu, and yes/no. With all types, excluding text boxes, you may even assign scoring and/or disqualification filters to the various answers so that all individuals who complete the survey will have answers that contribute to creating a reference check survey score for the candidate. Once finished with the first question, click the "Add New" button to save it, or click the "Add and Begin New Question" to save it and go right on into starting the next question for the survey.
Once you have added all of the questions, should you ever need to make edits to them, just click the magnifying glass next to the question in the Surveys tab of the Settings area.
Complete a Reference Check Survey for an Applicant
Navigate to an applicant's record and click on the References tab. As you can see, there are new options visible to allow you to request reference verification either via email or phone.
Complete a Reference Check Survey for an Applicant
Navigate to an applicant's record and click on the References tab. As you can see, there are new options visible to allow you to request reference verification either via email or phone.
Request via email
If you wish to send your reference requests to external individuals automatically via email from the ATS, then click on the "Request by Email" button. Next, select the appropriate reference check survey from the drop-down box in the pop-up window.
If you wish to send your reference requests to external individuals automatically via email from the ATS, then click on the "Request by Email" button. Next, select the appropriate reference check survey from the drop-down box in the pop-up window.
The question(s) associated with that survey will appear on screen and then you may click the "Send Email" button to launch the message to the reference contact person.
Request via phone
If you prefer to call people listed as references and take their answers via phone, then you may document their answers within the ATS by selecting the "Phone Verification" button on the References tab of the applicant's record. Next, select the appropriate reference check survey from the drop-down box in the pop-up window.
The question(s) associated with that survey will appear on screen, but you as the user, will also have the opportunity to submit answers for each question. Then, click "Submit Answers."
Viewing Reference Check Results
Regardless of method employed, once a reference check has been submitted, the results will appear on the References tab. If scoring and/or flagging filters were used during the survey setup, then the impact of respondents' survey answers will be evident in the "Score" and "Flagged?" columns. You may also click the "View Results" link for each reference to view the complete answers submitted for each survey question.
Regardless of method employed, once a reference check has been submitted, the results will appear on the References tab. If scoring and/or flagging filters were used during the survey setup, then the impact of respondents' survey answers will be evident in the "Score" and "Flagged?" columns. You may also click the "View Results" link for each reference to view the complete answers submitted for each survey question.
Printing References and Reference Survey Answers
To print an applicant's reference information (name, relationship, etc.), as well as answers to the reference survey questions for an applicant, click on the printer icon on the applicant record:
To print an applicant's reference information (name, relationship, etc.), as well as answers to the reference survey questions for an applicant, click on the printer icon on the applicant record:
Then select the appropriate boxes on the Print Application page, along with any other desired application items, and hit "Preview":
