The system checks coverage, detects gaps, and ensures compliance with your requirements.
What is Dynamic Reference Validation?
Dynamic Reference Validation allows you to request references that cover a specified period of time (measured in months or years) rather than a fixed number of references. The system automatically validates that references span the full required period and identifies any gaps in employment history.
Example use case
A childcare provider needs 5 years of continuous employment history for Ofsted compliance. Instead of requesting “3 references” and manually checking whether the dates are sufficient, they configure “5 years coverage” and the system validates automatically.
Setting Up Time-Based Validation
Step 1: Create a Reference Request
Navigate to the candidate’s profile and create a new reference request. Select Dynamic instead of Fixed when choosing the request type.
You can also apply this validation to your reference request templates.
Choose “Dynamic” to enable date coverage validation
Step 2: Configure Time Period Requirements
Choose what type of time validation you need.
Option A: Time Period Coverage (Continuous)
Use this when you need complete employment history with minimal gaps.
Configure validation settings including time period, gaps, and reference types
Time Period: Specify how many years or months to require (e.g., “3 years”, “36 months”)
What it validates: References must cover a continuous period up to today with no significant gaps
Example: “Last 3 years” means references must cover from January 29, 2023 to January 29, 2026
Option B: Total Length of Time
Use this when you want to verify total experience level but continuity doesn’t matter (contractor roles, industry experience verification).
Total Duration: Specify the total months/years of experience required
What it validates: The sum of all reference periods meets the minimum, regardless of when they occurred
Example: “36 total months” means references from any time period that add up to 36 months
Step 3: Configure Gap Handling
Choose how to handle gaps in employment history.
Set gap tolerance based on your requirements
No Gaps Allowed
Candidate cannot submit if any gap exists
Use for: Highly regulated roles (healthcare, childcare, finance)
Gaps Allowed Up To [X] Months
Small gaps are acceptable (e.g., 2 months between jobs for job transitions)
Larger gaps block submission or trigger warnings
Use for: Most corporate roles where small gaps between jobs are normal
No Gap Validation
Only available with Total Length mode
Gaps don’t matter, only total duration counts
Use for: Contractor/freelancer roles where gaps are expected
Step 4: Choose Reference Types
Select which reference types count toward time coverage (shown in the validation configuration screen above).
Employment References: Count employment history
Academic References: Count education periods
Mix Both: Allow candidates to use either employment or academic references to cover the period
Note
Character references (“Other” type) don’t have date fields and are excluded from time validation.
Step 5: Set Validation Strictness
Choose whether to block submission or allow with warnings.
Prevent (Block Submission)
Candidate cannot submit until all validation passes
Shows clear error messages explaining what’s missing
Use for: Compliance-critical roles where validation is mandatory
Warn (Allow with Confirmation)
Shows validation warnings but allows submission after candidate confirms
Candidate sees: “Your references don’t meet requirements. Submit anyway?”
Status will show Received with gaps if submitted
Use for: Preferred requirements that aren’t deal-breakers
Step 6: Add Minimum Reference Count (Optional)
Optionally require a minimum number of references in addition to time coverage (visible in the gap handling configuration).
Example: “3 years coverage with at least 2 employment references”
Maximum of 2 validation rules total
Use when you want both time coverage and a minimum number of distinct references
Step 7: Send the Request
Once configured, send the request to your candidate. The validation rules are locked once sent and cannot be changed.
What Candidates Experience
Submitting References
When candidates receive a dynamic reference request, they’ll see clear requirements displayed in their reference submission form.
Candidates add employment and/or academic references with start and end dates
The system calculates date coverage in real time
When they submit, validation checks if requirements are met
If Validation Fails
Candidates receive clear error messages explaining what’s missing.
“Your references do not cover the required 3 years up until today”
“There is 1 gap in references greater than 2 months”
“You must submit at least 2 references”
Candidates can then add more references or adjust dates and resubmit.
If Validation Passes
Once requirements are met, candidates can successfully submit their references. The hiring team sees the validated references with status Received or Received with gaps (if warnings were acknowledged).
Viewing Submitted References
Reference Status
After candidates submit, you’ll see their reference status on the candidate profile.
Received: All validation passed
Received with gaps: Candidate acknowledged warnings and submitted anyway (when Warn mode is used)
Standard reference details show all submitted references with dates
Identifying Gaps
If a candidate has gaps in their employment history, you can:
Review all submitted reference dates in the reference details view
Manually calculate which periods aren’t covered
Follow up with the candidate for gap explanations if needed
Note
The system detects gaps but does not automatically collect gap explanations. You’ll need to collect these separately through character references or document uploads.
Understanding Validation Types
Time Period Coverage vs Total Length
Time Period Coverage (Continuous)
How it works: Validates references cover every day in the period
Example: “Last 3 years” = Jan 29, 2023 to Jan 29, 2026 must be covered
Gaps: Detects any gaps between references
When to use: Regulated industries, safeguarding roles, continuous employment history required
Total Length of Time
How it works: Adds up all reference durations
Example: “36 total months” = any combination that totals 36 months
Gaps: Gaps don’t matter at all
When to use: Experience level verification, contractor/freelancer roles
Combining with Minimum Reference Count
You can enable both time validation and minimum reference count.
Example: “3 years coverage with at least 2 employment references”
Use when you need both sufficient time coverage and multiple distinct employers
Maximum of 2 validation rules total
Using Warn vs Prevent
Use Prevent for: Compliance requirements, regulated roles, legal obligations
Use Warn for: Preferred requirements, nice-to-have criteria, roles where flexibility is acceptable
Frequently Asked Questions
Can I change validation rules after sending the request?
No. Once a request is sent to a candidate, validation rules are locked. You’ll need to cancel the request and create a new one with different rules.
Can I mix employment and academic references?
Yes. When configuring, select which template types to include. The system will count both toward coverage.
Do character references count toward time coverage?
No. “Other” reference types don’t have date fields and are excluded from time validation. They can be used for gap explanations but don’t count as time coverage.
How do I collect gap explanations?
Time-based validation only detects gaps. To collect explanations:
Add “Other” reference type templates (can be renamed as “Character References”)
Enable document uploads for candidates to provide evidence (medical certificates, travel records, etc.)
These are separate from time validation and not automatically enforced
What counts as a gap?
Any period within the required timeframe not covered by an employment or academic reference. This includes unemployment, travel, medical leave, parental leave, sabbaticals, or time between jobs.
If a candidate has a gap, can they still submit?
It depends on your configuration:
If No gaps allowed, they cannot submit
If Gaps up to X months allowed, they can submit if gaps are within the threshold
If the validation rule is Warn, they can acknowledge and submit anyway
If the validation rule is Prevent, they must fix the gap before submitting
Can I see where the gaps are?
The validation message tells candidates there is a gap but doesn’t show exact dates or duration. Candidates must review their own reference dates to identify gaps. As a hiring team member, you can view all submitted reference dates and calculate gaps manually.
What if a candidate’s employment overlaps (two part-time jobs)?
Both jobs count toward coverage. The system merges overlapping periods so they’re not double-counted, but both contribute to meeting the time requirement.
Can I use this with existing reference templates?
Yes.
Can I require both time coverage and a minimum number of references?
Yes. You can enable both validations. Maximum of 2 validation rules total.
Need Help?
If you have questions about Dynamic Reference Validation or encounter any issues not covered here, contact our support team. We’re here to help you configure the right validation for your needs.