Rosterfy facilitates reference checks, enabling administrators to gather essential information from referees for their volunteer and workforce programs. This article will take you through Part Four: Setting up the Automations.
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 for the reference check module, check out the Reference Check - Overview article for more information.
In this article we will be going through setting up the Automations.
If you have not completed steps 1, 2 or 3 prior, be sure to check out the below articles, before continuing with the steps below.
Step One: Enabling the Reference Check Module.
Step Two: Setting up the Referee Information Forms.
Step Three: Setting up the Communications.
Step Four: Setting up the Automations
A number of automations are required as a minimum to use the reference check module effectively. It is important to remember you can add additional actions as required.
The minimum automations that we recommend for the reference check module are:
- Notifying the Referee
- Reminding the Referee
- Reminding the Candidate
- Confirming a Reference Check is Complete
- Advising the Reference Check has Timed out
Below we will take you through our suggested settings for these automations, please check out the Creating Automations article, for more information on setting up Automations.
Notifying The Referee
When creating the automation, we suggest the following settings, as best practice:
Create Automation Page
Name: Reference Check - Notify Referee
Tasks: Reference Check - Referee Created
Schedule Trigger: At the time
Category: Reference Check
Add Actions Popup
General Tab:
Name: Email to Referee
Action: Email to Referee / Consenter
Delay: To enable the referee the most time to complete the reference check, we recommend no delay before the automation is completed.
Rules Tab:
For this automation we do not recommend any Rules.
Options Tab:
Select the Email Template you created in Step 3: Setting up Communications.
Confirming a Reference Check is Complete
When creating the automation, we suggest the following settings, as best practice:
Create Automation Page
Name: Reference Check - Complete
Tasks: User Check Status Updated
Schedule Trigger: At the time
Category: Reference Check
Rules: Reference Check - Is Equal To - Received
Add Actions Popup
General Tab:
Name: Reference Check - Complete
Action: Email
Delay: No delay required
Rules Tab:
For this automation we do not recommend any Rules.
Options Tab:
Select the Email Template you created in Step 3: Setting up Communications.
You can further restrict the Automation based on Event or Event Shift on this tab also, if required.
Note: If there is another admin user that also needs to be notified this can be done using email to specific email address action here also.
Reminding the Referee
When creating the automation, we suggest the following settings, as best practice:
Create Automation Page
Name: Reference Check - Reminder
Tasks: Reference Check - Reminder
Schedule Trigger: At the time
Category: Reference Check
Add Actions Popup
We recommend at least two reminders for the referee, you will need to set up individual actions for each reminder you wish to send.
General Tab:
Name: Reminder Email to Referee
Action: Email to Referee / Consenter
Delay: This will be the delay between Notifying the Referee and sending the reminder.
Rules Tab:
For this automation there are no applicable Rules.
Options Tab:
Select the Email Template you created in Step 3: Setting up Communications.
Note: This action will need to be re-created for each reminder that is required using the delay to define when the reminder is sent.
Reference Reminder to Candidate
When creating the automation, we suggest the following settings, as best practice:
Create Automation Page
Name: Reference Check - Candidate Follow Up
Tasks: Reference Check - Reminder
Schedule Trigger: At the time
Category: Reference Check
Add Actions Popup
General Tab:
Name: Reference Check - Candidate Follow Up
Action: Email
Delay: Define when the reminder is sent
Rules Tab:
For this automation there are no applicable Rules.
Options Tab:
Select the Email Template you created in Step 3: Setting up Communications.
You can further restrict the Automation based on Event or Event Shift on this tab also, if required.
Advising the Reference Check has Timed Out
When creating the automation, we suggest the following settings, as best practice:
Create Automation Page
Name: Reference Check - Timed Out
Tasks: User Check Status Updated
Schedule Trigger: At the time
Category: Reference Check
Rules: Reference Check - Is Equal To - Failed
Add Actions Popup
General Tab:
Name: Reference Check - Timed Out
Action: Email
Delay: No delay required
Rules Tab:
For this automation we do not recommend any Rules.
Options Tab:
Select the Email Template you created in Step 3: Setting up Communications.
You can further restrict the Automation based on Event or Event Shift on this tab also, if required.
Note: If there is another admin user that also needs to be notified this can be done using email to specific email address action here also.
Check out the Reference Check - Overview article for more information and next steps.