The Rosterfy Reference check module allows the administrator to request information from referees for their volunteer and workforce program. This information can be collected by a series of custom questions that do not require the user to create a Rosterfy account..
Additionally you can set the label of the reference check module in terms section
Setting up the reference check module
1. Click Settings
2. Click Advanced and select Integrations
3. Find reference check and click
4..Complete the information:
Number of references required - The total contact of referees that can be provided
Success Threshold- The number of referee response for the reference to be marked as Ready
Days until reference check expires - Automatically a reference check- referee will be marked as Failed
Contact method - Choose whether the referee will be automatically contacted by email or manually contacted by phone
Custom fields - Create custom fields to obtain reference information
5. Save
Choose when you collect the referee information
The reference check module can be added to any of the following forms:
User interaction - An adhoc form that can used at anytime
Event User interaction - An expression of interest in an event
Event shift User interaction - An application to a shift
Once the form is created you can add the reference check module using the Add Active Fields button.
Once added the reference module will display as below for the user to provide the referee information:
Setting up communications
You will need to create the following Email Templates to use the reference check module:
1. Request reference from referee
2. Reference completed
3. Referee reminder
Setting up required automations
You will need to create the following Automations at minimum to use the reference check module. It is important to remember you can add additional actions as required.
1. For notifying the referee
Task: Referee created
Action: Email to referee
2. For confirming a reference is completed
Task: Background check status updated
Rule: Reference check = Ready
Action: Email
Note: If there is another admin user that needs to be notified this can be done using an email to email attribute. See article Sending an email to an external user without a Rosterfy account
3. For reminding the referee
In order to remind the referee you can set up a reminder using:
Task: Reference check - Reminder
Action 1: Email to referee
This automation will need to be re-created for each reminder that is required using the delay to define when the reminder is sent.
4. For advising an the referee response has timed out
Task: Background check status updated
Rule: Reference check = Failed
Action: Email
Note: If there is another admin user that needs to be notified this can be done using an email to email attribute. See article Sending an email to an external user without a Rosterfy account
Viewing referee responses
Once the reference module has been completed, administratiors with the reference check integration permission will have access to view references:
Reference check module view
Admin profile view
Portal view
In order to give visibility of the reference you can create a user interaction form with reference module added. Using the form url you can add it as weblink based on a checkpoint or to a portal dashboard.
Approving or rejecting a reference
Once the reference is requested and the referee is created the admin will be able to view/assign the following statuses
Pending - Referee created and an email was provided
Call - Referee requires to be called to provide a reference
Completed - A reference has been manually added or has been provided by referee directly
Approved - The completed reference has been successful
Unavailable - No response when contacted
Failed - Reference was not accepted or has expired
Note:- The statuses Approved and Failed will trigger an automation task while all other are internal statuses.
If there are any issues in setting up the reference check contact Rosterfy Support