Reference forms contain questions that can be asked of an applicant's provided reference. By default, your hiring system will come with a pre-configured reference form that will need to be assigned to job templates as they are created. You can use the default form as is or you can edit or create new customized reference forms. Your hiring system lets authorized users create multiple reference forms that are stored in the Reference Forms library within the Processing Elements section of the Job Template menu.
Assigning a reference form to a job template
Requesting an electronic reference
Creating a reference form
Account administrators can create as many reference forms as needed. Follow these steps to create reference forms:
- Select Processing Elements from the menu and click Reference Forms.
- Click + Create New Reference Form.
- Enter the Reference Form Name.
- Add a Section Intro (this is optional, and if added, references will see this information).
- Enter reference questions and assign a question type from the drop-down. Question types include file upload, Yes/No, Text, and Multiple Choice. Follow the prompts for each particular question type.
- Include additional questions by clicking Add Question and repeating the process.
- To reorder questions, click the row then drag and drop to a new location.
- Remove unwanted questions by clicking the red X.
- Click Save when the reference form is complete.
Assigning a reference form to a job template
Every job template requires a workflow and a reference form. When creating a template, the reference form will be selected during Step #3 - Processing Elements.
Read more about job templates.
Note: If the References stage in the chosen workflow is set to "Don't Use" the user will not see the option to select a reference form.
Requesting an electronic reference
When reviewing an applicant file, hiring team members can request a reference check through the job's assigned workflow. Using the stages panel in the applicant file, move the applicant into the references stage and proceed to follow the prompts to request the reference. The assigned reference form will be emailed to the applicant's reference with the message template assigned to the job's workflow. The default reference message template will notify the reference that the applicant has authorized references to fully disclose in good faith any information regarding their qualifications for employment and will not hold the reference liable for providing information inherent to the employment process.
Read more about Reviewing and Requesting References.
Editing a reference form
You can edit a reference form if you have changes that you want to apply to current or future uses of that reference form. If the reference form is assigned to one or more jobs, the system will allow the account administrator to edit steps or add new steps only. Once changes are made, the reference form will be updated in all locations except when a reference has already submitted their response.
Follow these steps to edit a reference form:
- Select Processing Elements from the menu and click Reference Forms.
- Click the ⋮ menu for the reference form you want to review and select Edit.
- Click on an available field to edit the Reference Form Name, Section Intro, or Select Action Type on the pop-up.
- To finalize the reference form edits, click Save.
Deleting a reference form
Deleting a reference form will remove it from the hiring system. Performing this action cannot be reversed. If you attempt to delete a reference form currently assigned to one or more job templates, the system will prompt you to select a replacement reference form prior to deleting. The reference form will be replaced in all locations where it is used regardless of current job status.
Follow these steps to delete a reference form:
- Select Processing Elements from the menu and click Reference Forms.
- Click the ⋮ menu for the reference form you want to delete and select Delete.
- If the reference form is in use by one or more job templates you will be prompted to assign a new reference form for these templates. Select an available reference form from the drop-down.
- To confirm, click Yes. (This action can not be reversed.)
- A pop-up will confirm success of the reference form deletion and replacement in all locations.
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