The Reference Collection Settings allow you to configure exactly which email templates, forms and types of reference are available when references are submitted. However, you can have multiple different options or collection settings, which can be used at different times as required.
For example, during onboarding, you may need two employment references for all roles, except for any apprentice or graduate recruitment, where only personal or academic references may be required. By configuring two different settings within Reference Collection, you can trigger different forms to show, different emails to send and have different validation (i.e. minimum requirements) in place for both types of recruitment.
Hint - Before configuring the settings, you need to ensure that you have both the forms set up & the email templates for each recipient group - candidate, referee and user.
When you are ready to begin configuring Reference Collection settings, either click into an existing setting or click Add.
Reference Collection Settings
- Title - The first option is to give the settings a title, which will be used when creating forms for your candidate portal and onboarding flows. This is internal only, so should be clear and concise.
- Description - This allows you to provide additional context and define how and when these settings will be used.
- Active - Recommend to leave this unchecked until fully configured as Active settings will be available to select when setting up forms and flows.
- Referee Form - Employment/Personal/Academic - These options allow you to determine which form will be completed by the referee when a candidate selects the type. If you select Do Not Allow, candidates will not be able to submit a reference of that type.
Hint - If you need additional reference types, you can add them within Admin > Drop Down Lists.
- Save Copy of Completed Referee Form as PDF - Tick this option to automatically create a document version of the reference once it has been provided. Please note that if unticked, you will not be able to manually merge a reference document so it is recommended to always ensure this is ticked.
- Upload Own File - Rather than complete the form requested, some referees will only be able to provide their standard reference information on company letter head. By ticking this option, the Referee will be able to upload their letter head into the request, rather than completing the form. This can help to keep things easy for the referee, helping to encourage engagement and responses etc. Tip if you're allowing this option, if can be beneficial to mention it in the email sent to the referee, so they know they can upload their own file by clicking the link, rather than emailing you back.
After configuring the initial settings, you can dictate which emails are to be sent throughout the process, which are broken down into three categories:
- Referee Emails - These are the emails which are sent to the actual referee, so can include the initial request, any reminders and confirmations once complete / expired.
- Candidate Emails - This section allows you to automatically keep candidates informed throughout the referencing process. This can be particularly effective to prompt them to encourage referees, let them know if references have not been obtained or new / additional contact information is required.
- User Emails - As well as alert the candidate, you can choose to receive emails when references have been provided. This can be particularly useful if the users managing references are not recruitment users of the system, meaning they can use the emails to drive their activity.
Hint - When setting up emails for Users, you also need to specify the recipients either by typing in an email address or selecting a user group - i.e. Core system / Hiring Manager Users on the Vacancy.
Within each section, you can then configure the following emails:
- Initial Email - This applies to the referee only and will be sent when the reference is submitted. This template needs to include a link to the reference request, as well as any other relevant content. The referee consent form would also be included automatically if you have set up that option. This also applies to the Email for Reminders option, which allows you to set a reminder frequency.
- Email When Complete / Received - Once the reference has been provided, you can trigger a confirmation email to the referee, as well as selecting templates to be sent to the user and the candidate.
- Email when Expired - If the reference is not provided within the expiry period, you can trigger a final email to the referee, as well as informing candidates or users that the reference has not been received.
- Email when Refused - If the referee declines to provide the reference, candidates and users can be notified so that appropriate action can be taken.
Hint - Only the Initial Email is required when configuring Reference Collection settings, so all other emails can be left as Do Not Send.
Click Save to confirm, which will create the Reference Collection Settings and allow you to select them within forms and flows, so long as they are active. Click into the title to then make any further changes.