Managing reference checks via the HR platform

Available for the following HR plans: Premium, Platinum
Available for the following user access level: Admin      

A recruitment module helps companies organise candidates for hiring and recruitment purposes. These systems allow businesses to collect information, organise prospects based on experience and skill set, and filter applicants. There are many benefits of using such a module, and you can expect to see metrics like time, cost, and candidate quality improve.

The Recruitment Management feature allows you to manage your candidate references in platform. Firstly, you select the candidate, and how many references you need from them, then the platform will send them a link to complete these details. Lastly, you then have the choice to email and/or call these references from within the HR platform and mark how you found their input. 

Getting started

Requesting a reference

Helpful Hint

Candidates must create a Swag Jobs profile in order for them to provide referee details. This is especially useful to note, as candidates can be added manually, without having a Swag Jobs profile.

  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a candidate's references checked.
    Role_6.jpg
  4. Click the Reference Check tab.
  5. Click the Lets Go button.
    Reference
  6. Complete the Number of Referees Required field.
  7. Click the Send Request button.

    Helpful Hint

    Clicking the Send Request button will send an email out to the candidate to complete their reference details. You can send your potential candidate the following article if they are having trouble completing this information for you.

    Reference
Contacting a referee
Once you have requested a reference and have received the referee list back from the employee, you can contact the referee. You have 2 options:
  • The email option:
    1. Click the Email button under Communication mode.
    2. The Edit Referee Questionnaire modal will appear.
    3. You can begin to create your questionnaire under the Questions section

      Helpful Hint

      You can select what kind of answer should be given to each question using the Question type dropdown menu. Short-answer questions allow up to 150 characters, whilst long-answer questions allow up to 1000 characters.

    4. When you have finished creating the questions, click Save.
    5. Once complete, click the elipsis   button, under Actions.
    6. Click the Send Email button.
  • The call option:
    1. Connect your account to Calendly.
    2. Then follow the on-screen instructions.

Helpful Hint

Clicking the Email button will send an email to the referee asking them to complete the questions you provided. You can send the referee the following article if they are having trouble completing this information for you.

Reference
  • Once the referee completes the request, you can click the Mark as Done button.

    Helpful Hint

    Click the View button to see the answers provided and the Notes button to add any comments.

    Reference
  • Next up, choose one of the following options on how your rate the reference:
    • Positive.
    • Negative.
    • Neutral.
  • Click the Submit button.
    Reference
  • Click the Done button.
    Reference

Daily activities

View a completed reference check
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a candidates references viewed.
    Role_6.jpg
  4. Click the Reference Check tab.
  5. Click the View ‌button.
    Reference

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