Reference outreach and collection run automatically, sending structured questionnaires to referees and compiling their responses into a clear summary for recruiters.
Typical results
−80%
recruiter time spent chasing referees
100%
of responses compiled into a clear summary
Auto
follow-ups until every referee replies
Figures reflect typical results for this kind of automation.
The challenge
Recruiters chased referees by phone and email, often making several attempts before getting a response. Reference checks were a major bottleneck that delayed final hiring decisions.
Before and after
Days to complete a reference check
−67%Contact attempts per referee
−75%Recruiter hours chasing references per week
−80%The automation
We automated the process so that once a candidate provides referee details, each referee is emailed a short structured questionnaire with automatic follow-ups. Completed responses are summarized and attached to the candidate's profile for review.
How it works
- 01
Candidate provides referees
Referee details enter the flow straight from the candidate's profile.
- 02
Questionnaires sent
Each referee receives a short, structured questionnaire by email.
- 03
Automatic follow-ups
Gentle reminders go out until the response arrives — no recruiter phone-tag.
- 04
Responses summarized
Completed answers are compiled automatically into a clear summary.
- 05
Decision moves forward
The summary lands on the candidate's profile and hiring proceeds without the usual delay.
Starts from
- Referee contacts
Delivers
- Reference summary
- Added to profile
The impact
Reference checks were completed about three times faster, recruiters spent far less time chasing responses, and final hiring decisions moved forward without the usual delay.
Questions about this automation
What do referees receive?
Each referee gets an email with a short structured questionnaire, usually six to ten questions on role, responsibilities, strengths and whether they would hire the person again. It takes a few minutes to complete, works on mobile, and the question set can differ by role type or seniority.
How many follow-ups go out if a referee does not respond?
A typical sequence sends two or three polite reminders spaced a couple of days apart. If there is still no reply, the recruiter is notified so they can call or ask the candidate for another referee. Follow-ups stop automatically the moment the questionnaire is submitted.
Where does the completed reference end up?
The answers are compiled into a one-page summary and attached to the candidate's profile in the ATS or a shared folder, along with the referee's role and the response date. The recruiter gets a notice when it lands. Simple automations like this are usually live within days.