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• Revoke the request - if the applicant has withdrawn from consideration or you no longer need to collect references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