đ Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
Before configuring reference check automations, you must create the communications that power them. Reference check requests are not sent automatically when a user submits referee details on a form. Instead, administrators must first build the required message templates so the system has content ready to deliver at each step of the process.
Setting up these communications ensures you can send the initial request to referees, notify administrators when a response is completed, and deliver follow-up reminders to both referees and candidates. Once all necessary messages are created, you can proceed to set up the automations that trigger them.
IN THIS ARTICLE:
Recommended Communications
When setting up communications for Reference Checks, we recommend using a combination of emails, in-app notifications, and SMS (if SMS is enabled for your account). At a minimum, you should set up both email and notification options to ensure messages reach candidates and referees reliably across all key stages.
We recommend setting up templates for the following key scenarios:
Requesting the Reference from the Referee: Sent to the referee with a direct link to complete the reference form.
Reference Reminder to Referee: Sent to follow up with referees who have not yet submitted their form.
Reference Reminder to Candidate: Sent to prompt candidates to follow up with their listed referees or provide updated contact details.
Reference Completed Notification: Sent to administrators or candidates once a referee submits their feedback.
Reference Check Expired Notification: Sent to administrators or candidates when a reference request exceeds the allowed timeframe without completion.
đĄTip: We recommend creating a dedicated Email & Notification category specifically for Reference Checks (e.g., Reference Checks) to easily organise and filter these templates in future configuration steps.
đ Next Steps:
See the Create and Update an Email Template article and Create and Update a Notification Template articles to create communication templates.
See the Create Reference Check Automations article to connect your communications to automations.
Mail Merge Tags to Include
When setting up your referee communications, use the following mail merge tags to automatically populate personalised details and secure submission links:
Referee Name: *|bgc_reference_referee_name|*
Populates the full name of the referee provided by the candidate.
Reference Check Form Link: *|bgc_reference_form_link|*
Generates the unique, direct link allowing the referee to access and complete the online Reference Check Form.