Configuring Online References
- Marina Dekovic (Deactivated)
- Matthew Milosevic (Deactivated)
Building the Reference Details Form
If you have chosen to use the form based reference collection, you will need to configure the Reference Details system form. You will need to ensure that the questions you want to ask referees have been created in the Global Question library prior.
To configure the Reference Details Form:
- Log into eRecruit and click the System tab.
2. From the System menu, click System Forms link.
3. The System Forms List will display. Click on the Reference Details Form link.
4. This will take you to the manage Reference Details Form.
5. To edit the step heading click on the Edit Step link.
6. Manage Form Step screen will display. Modify the Step Title then click Save.
7. Now, you will need to add the questions you wish to ask referees from the Global Question library. Click the Add global question link.
8. The Global Question list will display. Select the questions you wish to add to the Reference Details form, then click Add.
9. The selected questions will be added to the form.
10. If necessary, you can rearrange the order of the questions by dragging and dropping questions. Once you are happy with the order of the form, click the Save button.
Add Referee Details Custom Questions to Forms
Next, we will need to add the referee details questions to the Application Form, so that we can collect referee information from candidates. You will need to add a minimum of one Custom Referee Question to your form if you wish to use the Online References functionality in a job. A maximum of five Referee Details can be collected per candidate.
Custom Referee Questions are visible in your Global Questions library when the Online References module has been enabled. To add a Referee Details Question to a form template:
- Click on the Form Templates link.
2. Click the Edit link on the Application Form Template you wish to collect referee information on.
3. Click the Add global question link. The Global questions available to add to the form will now be display.
4. Locate the Custom Referee Question type. You can do this easily by inserting either the global question reference or question text in the Keyword field provided.
5. Select the Referee Details questions you would like on the form and click Add.
6. If necessary, rearrange the order of the questions by dragging and dropping questions. Once the form has been re-ordered, click the Save button.
If the Application Form Template is already associated with a Job Template, this change will be reflected the next time the Job Template is used. Otherwise, it will need to be associated with a Job Template, or attached at the time of job creation.
Custom Referee Questions can also be added to Assessment Forms. If you have also purchased the Onboarding module that is available in eRecruit, you can request additional referees from the candidate later in the recruitment process by adding the Custom Referee Questions to a candidate assigned Assessment Form.
Setup the Assessment Process to Automatically Send Reference Requests to Referees
A Reference Request can be triggered to be sent automatically based on rules in an Assessment Process – e.g. a candidate who has successfully made it through the second interview stage. This action will send an invitation email to all referees that have not received a reference request previously OR who have received a request previously but have not yet provided a reference for the selected candidates.
To configure an automatic rule to send a reference request on the Assessment Process:
- Identify the step in the process where a reference request should be sent to referees.
- Click the Add Rule button against the desired step. The Manage Rule screen will display.
3. Give the Rule an appropriate name e.g. “Send Requests to Referees”.
4. Select the Rule Trigger – Entry if the action should occur as the candidate moves into the step, Exit if the action should occur after the step has been finished.
5. Select the Source form. The form selected will contain the question that you wish to drive the action off (e.g. “Does this candidate require a reference check?”).
6. Select the Question that you wish to drive the action off.
7. Select the appropriate Answer(s) and conditions you wish to trigger the sending of the reference requests.
8. Click Save.
9. The Add Action button will display once saving the Rule has been saved. Click the Add Action button.
10. The Manage Rule Action screen will display. From the Action Type dropdown, select the Send Reference Request option.
11. If desired, select the Reset reminder and close periods option.
For more information on Reminder and Close Periods, please see the Configure Jobs to use Referee Notification Emails section further on in this guide.
12. Once you have clicked Save you will return to the Manage Rule Configure Referee Notification Email Templates
There are six notification email types associated exclusively with the Online References module. These can be configured on the Job to send to referees and/or candidates when a reference related action occurs:
- Referee – Reference Invite Type
- Sent to referees when a reference request is sent
2. Referee – Reference Reminder
- Sent to referees if a reference is not received within a specified timeframe after the request has been sent
3. Referee – Reference Upload
- Sent to referees confirming they have completed the reference
4. Candidate – Reference Invite
- Sent to the candidate informing them that their referees have been contacted for a reference
5. Candidate – Reference Reminder:
- Sent to candidates informing them that their referees have not yet responded to the reference request
6. Candidate – Reference Upload:
- Sent to candidates informing them their referee has provided a reference
These emails can be found in the Email Templates library. Multiple email templates of each type can be created as needed and may be edited in the same manner as for other types of email templates.
Configure Jobs to use Referee Notification Emails
Jobs and Job Templates must now be configured to send notification emails when a Send Reference Request Action is triggered. It is recommended that the “Referee Reference Invite” email template be configured for Job Templates that will be utilizing Online References.
To do this:
- Navigate to the Job Card of the Job or Job Template that you will be using Online References with.
- However your mouse’s cursor over the Emails menu. The menu will dropdown– click on Online References.
3. The Manage Reference Details screen will display.
4. Click on the Referee Reference Invite Email Template dropdown. Any active email templates of this type configured in the previous section of this guide will be visible here. Select the email template.
5. If desired, repeat for each of the email notifications available.
6. If you wish to send a reminder email to Referees that do not complete a reference within a specified timeframe, select the Send reminder emails checkbox. Additional configuration options become available – select email templates to send to referees and candidates, then enter the number of days that must elapse before a reminder will be sent.
7. To limit the timeframe in which a referee can submit a reference, click the Close references checkbox. Enter the number of days that a referee may submit a reference after being sent an invitation.
8. To save your changes click the Save button.
Sending an Ad-hoc Reference Request
In addition to configuring rules on an Assessment Process to send Reference Requests, recruiters can also manually send a Reference Request from the Candidate List. This is useful for re-sending requests in the event that a referee did not receive or has misplaced the previous invitation email, or if the window for reference submission has closed and you wish to re-open it.
- Navigate to the Candidate List of the Job you wish to send Reference Requests from.
2. Select the candidates whose referees you wish to contact.
3. From the Actions menu, select Send Reference Request.
4. The Reference Request Invite screen will be displayed.
5. If reminder emails or a close period has been on the job and you wish to reset the timers for the referees of the selected candidates, select the Reset reminder and close periods checkbox.
6. Click Send.
7. You will be returned to the Candidate List in which a confirmation message will display.
If a reference invitation has been sent to a referee previously, the referee will only receive another email if they have not yet completed the reference for that candidate.
Using the Reference Request Candidate List Filter
Once a Reference Request has been sent to a candidate from the Job, a new column Reference Request Status list filter will become available on the Candidate List automatically. This can be used to keep track of which candidate’s referees have been contacted, and how many references have been received.
View Referees, References, and Completing a Reference on behalf of a Referee
A list of referees collected from the candidate can be viewed via the Candidate Card (provided you have access to view the Candidate Card). You are also able to submit a reference on behalf of the referee. To do this:
- Go to the Candidate Card of the candidate whose referees you wish to view.
- From the Actions menu on the right hand side of the page, click View Referee List.
3. The Referee List for that candidate will display. You will be able to see if the Referee has started, or has already completed the reference.
4. To complete the reference on behalf of a Referee, click the Complete Form link under the Action column.
5. You will be taken to the Referee Portal to complete the reference form.
The Referee Portal will use the same branding header that as the default Candidate Portal branding.
6. Once you have completed the form, click Submit.
7. A confirmation page will be displayed on successful submission of the reference. Click the Return to Candidate Card Referee List link to return to the Candidate Card.
8. Once a reference has been submitted (either by the Referee or someone on behalf of the referee) you are able to view the results by clicking View Reference.
