📌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.
To run the Reference Check module effectively, we recommend setting up a core suite of foundational automations. These baseline automations link to your templates to manage candidate and referee interactions automatically, though you can always add extra actions to support additional notifications, status updates, or administrative tasks.
💡Tip: Before setting up your reference check automations, ensure you have created your required email, notification, and SMS templates. See the Recommended Reference Check Communications article for more information.
IN THIS ARTICLE:
Notifying the Referee
This automation sends an initial communication to the listed referee as soon as a candidate submits their details. It delivers a direct link to the Reference Check Form, allowing the referee to access and submit their feedback immediately without needing system login credentials.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Reference Check - Notify Referee in the Name field.
Click the Tasks dropdown menu.
Select Reference Check - Referee Created.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add button in the Actions section. The Add Action window appears:
Enter Email to Referee in the Name field.
Click the Action dropdown menu.
Select the Email to Referee / Consenter option.
Leave all options in the Delay field at 0.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
Click the Submit button.
Click the Save button.
Reminding the Referee
This automation automatically follows up with a referee if they have not completed the Reference Check Form after a set number of days. By configuring time delays on this action, you can schedule one or multiple automated follow-ups to keep the
candidate's application moving forward without manual administrator oversight.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Reference Check - Reminder in the Name field.
Click the Tasks dropdown menu.
Select Reference Check - Reminder.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add button in the Actions section. The Add Action window appears:
Enter Reminder Email to Referee in the Name field.
Click the Action dropdown menu.
Select the Email to Referee / Consenter option.
Configure the time delays as desired.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
Click the Submit button.
Click the Save button.
💡Tip: Duplicate actions to create additional reminders and update the delay to schedule when each one sends.
Reminding the Candidate
This automation alerts the candidate when their referee's response remains outstanding after a specific timeframe. It prompts the candidate to follow up with their listed referee directly or log into their portal account to update the referee's contact details if needed.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Reference Check - Candidate Follow Up in the Name field.
Click the Tasks dropdown menu.
Select Reference Check Reminder.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add button in the Actions section. The Add Action window appears:
Enter Reference Check - Candidate Follow Up in the Name field.
Click the Action dropdown menu.
Select the Email option.
Leave all options in the Delay field at 0.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
Click the Submit button.
Click the Save button.
Confirming a Reference Check is Complete
This automation triggers as soon as a referee submits their completed Reference Check Form. It immediately notifies administrators and optionally sends a confirmation to the candidate updating the reference check record to complete and allowing the application to progress to the next stage.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Reference Check - Complete in the Name field.
Click the Tasks dropdown menu.
Select User Check Status Updated.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add rule button. The following fields appear:
Click the first dropdown menu.
Select Reference Check.
Click the second dropdown menu.
Select Is Equal To.
Click the third dropdown menu.
Select Ready.
Click the Add button in the Actions section. The Add Action window appears:
Enter Reference Check - Complete in the Name field.
Click the Action dropdown menu.
Select the Email option.
Leave all options in the Delay field at 0.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
(Optional) Enter an Event in the Event field to restrict the automation to an Event.
(Optional) Enter a Shift in the Event Shift field to restrict the automation to a Shift within an Event.
Click the Submit button.
Click the Save button.
Advising the Reference Check Has Expired
This automation notifies administrators or candidates when a reference request exceeds the allowed timeframe without a submission. Sending an automatic expiry alert allows administrators to intervene quickly, whether that means extending the request deadline or asking the candidate for a new referee.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Reference Check - Expired in the Name field.
Click the Tasks dropdown menu.
Select User Check Status Updated.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add rule button. The following fields appear:
Click the first dropdown menu.
Select Reference Check.
Click the second dropdown menu.
Select Is Equal To.
Click the third dropdown menu.
Select Failed.
Click the Add button in the Actions section. The Add Action window appears:
Enter Reference Check - Expired in the Name field.
Click the Action dropdown menu.
Select the Email option.
Leave all options in the Delay field at 0.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
(Optional) Enter an Event in the Event field to restrict the automation to an Event.
(Optional) Enter a Shift in the Event Shift field to restrict the automation to a Shift within an Event.
Click the Submit button.
Click the Save button.