Reference Checking

SmoothHiring supports Reference Checking as part of your complete hiring workflow. Verify candidate backgrounds, collect feedback from previous employers, and make more confident hiring decisions with structured reference checks built into your ATS.

Overview

Reference checking in SmoothHiring helps you:

• Verify candidate claims about experience and qualifications
• Collect structured feedback from professional references
• Maintain a consistent reference-checking process across all hires
• Document reference check results as part of the candidate's record

Reference Check Workflow

Step 1: Request References

When a candidate reaches the reference-checking stage of your pipeline:

1. Navigate to the candidate's Applicant Profile.
2. Move the candidate to the Reference Check pipeline stage (or the equivalent stage in your custom pipeline).
3. Request reference contact information from the candidate.
4. The candidate provides names, titles, companies, and contact information for their references.

Step 2: Contact References

Once you have reference information:

1. Use SmoothHiring's communication tools to reach out to references.
2. Send reference check requests via email.
3. Include a structured questionnaire or specific questions you'd like answered.
4. Set a deadline for reference responses.

Step 3: Collect and Review Feedback

Reference responses are collected and associated with the candidate's profile:

1. Reference feedback is stored in the candidate's record.
2. Review responses alongside the candidate's application, resume, and interview notes.
3. Compare feedback from multiple references for a complete picture.
4. Share reference check results with the hiring team for collaborative decision-making.

Step 4: Document Results

All reference check information is saved as part of the candidate's hiring record:

• Reference contact details
• Questions asked and responses received
• Overall reference assessment
• Notes from the reference checker

Structuring Reference Checks

Recommended Questions

Effective reference check questions include:

Verification Questions:

• Can you confirm the candidate's job title and dates of employment?
• What was the candidate's primary role and responsibilities?
• What was the candidate's reason for leaving?

Performance Questions:

• How would you describe the candidate's overall job performance?
• What were the candidate's key strengths?
• Were there areas where the candidate needed improvement?
• How did the candidate handle pressure or difficult situations?

Relationship Questions:

• What was your working relationship with the candidate?
• How did the candidate interact with team members?
• Would you rehire this candidate if given the opportunity?

Role-Specific Questions:

• Based on the role description, do you think the candidate would be a good fit?
• Can you describe the candidate's experience with [specific skill]?

Tip: Prepare your reference check questions in advance and use the same set for all candidates for a given role. This ensures a fair, consistent evaluation process.

Reference Check Best Practices

Timing

• Request references after the interview stage but before extending a formal offer
• Give references 5–7 business days to respond
• Follow up once if you haven't heard back within the timeframe

Professionalism

• Introduce yourself and your company
• Explain the role the candidate is being considered for
• Be respectful of the reference's time — keep calls to 15–20 minutes
• Thank the reference for their time and feedback

Legal Considerations

• Ask only job-related questions — avoid questions about personal life, religion, health, etc.
• Do not ask about protected characteristics (age, gender, race, disability, family status)
• Document everything — record what was asked and answered
• Be consistent — ask the same questions for all candidates at the same level
• Check your state and local laws — some jurisdictions have specific rules about reference checking

Red Flags

Watch for these warning signs during reference checks:

• Reference is unable to confirm basic employment facts
• Vague or evasive answers about performance
• Reference seems reluctant to provide a recommendation
• Significant discrepancies between the candidate's claims and reference feedback
• Reference was not listed by the candidate (contact only listed references unless you have consent)

Integrating Reference Checks with Your Pipeline

To build reference checking into your standard hiring workflow:

1. Go to your job's pipeline settings.
2. Ensure you have a Reference Check stage in your pipeline.
3. Set up automated notifications so the hiring team is alerted when a candidate reaches this stage.
4. Use stage automations to send reference request emails automatically.

Related Pages

• Compliance & Security — Legal considerations in hiring
• Team Collaboration — Share reference feedback with your team
• Offer Management — Next step after references
• Candidate-Friendly Applications — The full candidate journey