References

Key Features:

• Custom Reference Form Builder: Build tailored forms using multiple choice questions, Likert rating scales, and short/long answer questions.

• Streamlined Applicant Workflow: Applicants receive an authorization request and a unique, shareable link to distribute directly to their references.

• Two-Factor Reference Verification: References self-identify and verify their identity with a one-time passcode (via SMS or email). No account creation needed.

• Built-in Integrity Controls: Automatic rejection of applicant self-submissions (email match) and automatic flagging of shared IP addresses.

• Role-Based Permissions: Granular control over which users can view reference responses.

Step-by-Step Workflow:

Create the Reference Form(s)

• Begin in the SETTINGS Menu.

• Open Reference Forms.

• Click New Reference Form.

• Name the form and click Create and Go To Setup.

• Build your Reference Form

  • Customize the Reference Authorization language - authorization to be completed by the applicant.

  • Customize the Reference Disclosure language - disclosure to be presented to the reference.

  • Create reference form questions by using the Create New Question button or selecting from previously created questions using the + and - . Standardized question types are available including scoring and auto-disqualification:

    • Open-Ended Feedback

    • Yes/No

    • Multiple Choice selection

    • Likert / Rating Scales

    • and more

Initiate a Reference Check on an Application

• Open the application record.

• Open the References tab.

• Select the appropriate Reference Form from the menu.

• Select the target completion count - Required and Maximum.

• Click Start Reference Checking.

• • The ATS automatically sends an email/SMS invitation to the applicant to authorize reference checking and the opportunity to share their custom reference link.

• Contact References provided in the application.

• • Click the Contact button associated with the reference to send the request to the reference.

• Use the More Options menu to:

• • Contact a reference

  • Record a response - if you speak to a reference and need to record their response

  • Regenerate the reference link - if the applicant lost the link

  • Revoke the request - if the applicant has withdrawn from consideration or you no longer need to collect references

Track Reference Progress

• On the References tab of the application record the Reference Check Status provides real time information on the status.

• • Waiting on the applicant’s authorization: Applicant has not yet authorized the request.

  • Waiting on xx more references: e.g., 1 of 3 Completed

  • Reference requirement met: Target number of verified reference responses has been reached.

• Automated Summaries: Automated notifications keep users informed of new submissions and pending requirements for each applicant.

Reviewing Reference Feedback and Integrity Indicators

• • Navigate to the References tab on the application record.

  • Review the Reference requirement met area.

  • Under Responses view the feedback provided by each reference.

  • Reference Verification Badge: Confirms whether the reference is verified via text message or email using one time password.

• Integrity Flags:

• • IP Match Alert: Flags when an applicant authorization and reference are submitted from the same IP address or when multiple references are submitted from the same IP address.

  • Self-Submission Block: The system automatically blocks any reference attempt submitted using the applicant’s primary email address.

User Permissions and Visibility

• To safeguard sensitive feedback and maintain compliance, answer visibility is governed by ATS user roles.

• Candidates only receive progress notifications (e.g., "1 of 2 references completed"). All reference answers and scores remain strictly confidential to authorized internal users.

Still need help? Submit a support request and our team will get back to you.