Rosterfy facilitates reference checks, enabling administrators to gather essential information from referees for their volunteer and workforce programs. With customisable questions and without the need for referees to have a Rosterfy account.
IN THIS ARTICLE:
Reference Check Module Setup Guide
The Rosterfy Reference check module allows administrators to request information from referees for their volunteer and workforce programs.
Administrators can create custom questions for the reference check, and referees are able to complete the reference check without the need to create a Rosterfy account.
There are a number of steps that need to be completed to have the reference check module set up on the Rosterfy platform, including:
- Enabling the Reference Check Module
- Setting up the Referee Information Forms
- Setting up Communications
- Setting up the Automations
Below we will step you through these simple steps.
Step One: Enabling the Reference Check Module
The first step to setting up the Reference Check module, requires the module to be enabled within Rosterfy.
Check out the Reference Check Setup Guide - Part One, for step by step instructions on this step.
Step Two: Setting up the Referee Information Forms
The second step to setting up the Reference Check module, requires a form to have the referee collection fields added to it.
Check out the Reference Check Setup Guide - Part Two, for step by step instructions on incorporating the fields into a form.
Step Three: Setting up Communications
The third step to setting up the Reference Check module, is to setup a number of Email Templates to utilise the Reference Check module.
Check out the Reference Check Setup Guide - Part Three, for more information on this.
Step Four: Setting up the Automations
The fourth Step is to setup a number of automations that are required as a minimum to use the reference check module effectively.
Check out the Reference Check Setup Guide - Part Four, for step by step instructions.
Viewing Reference Check Responses
When Referees complete the Reference Checks, administrators with applicable permissions will have access to view responses.
There are a number of ways to view the Reference Checks, below we will show you the following ways:
- Within User Checks
- Within the User Profile Admin View
- Within the User Portal
Within User Checks
To view the responses, navigate to Users > User Checks.
A full list of all reference checks will be displayed here and can be filtered using Advanced Filters.
Within the User Profile Admin View
To view the responses, navigate to Users, locate the user whose reference check you would like to view.
Select More Actions ellipses > View Profile.
The users profile page will be displayed, navigate to User Checks within the profile.
Within the User Portal
You can also give visibility of the reference check to the User within the Portal View by creating a User Interaction Form with the reference check module added.
This can be added to the Portal Dashboard or the form URL can be added as a weblink based on a checkpoint.
Approving or Rejecting a Reference
Once the Reference check has been requested and the referee is created the admin will be able to view/assign the following statuses to the Referee:
- Pending: Referee created and an email address has been provided.
- Call: Referee will require a call to provide a reference.
- Completed: A reference has been completed by the referee, or manually adjusted by admin.
- Approved: The completed reference has been successful.
- Unavailable: No response when contacted or reference has expired.
- Failed: Reference was not accepted.
Note: The statuses Approved and Failed can be used to trigger automation tasks, while the other statuses are internal only.
Reference Check Status
The reference check will show a number of statuses throughout the process as steps are completed, below are the statuses you may see:
- Pending: The Referee has been created and awaiting a response.
- Received: A Referee has completed a reference for review.
- Ready: The required number of successful references have been approved.
- Failed: A reference received from a Referee has not met expectations and has been marked as failed.
Reference Check - Frequently Asked Questions
1. How do I update a reference check if I accidentally mark it as Approved?
2. I don't want to set a timeframe for the reference checks, how do I leave it open?
1. How do I update a reference check if I accidentally mark it as Approved?
Once a reference check has been marked as Approved the field will be locked and you will see the below message box.
This field is now locked, if you need to edit this you will need to contact Rosterfy for assistance on support@rosterfy.com.
2. I don't want to set a timeframe for the reference checks, how do I leave it open?
When enabling the Reference Check module, the field Days Until Reference Check Expires, controls how many days the referee has to complete the reference check.
If you would like to keep this available with an unlimited timeframe, simply enter 0 in this field.
The referees will remain Pending until they complete the reference check and will not automatically be updated to Unavailable.
3. A referee did not complete the reference check in time and are showing as Unavailable, how do I resend it to them?
Once a referee is showing as Unavailable, the link to complete the reference check will not longer be valid. You can resend the reference check to them by reentering their details into the referee field.
They will be resent a request to complete the reference check with a new link.