Customizing reference checks in Pinpoint allows you to tailor the types of checks, questions, and emails sent to candidates during the hiring process. This ensures a more personalized and effective reference checking process. To start, navigate to Settings >> Templates >> Reference Templates.
To customize reference checks, you will be working through three tabs: References, Reference Requests, and Reference Questions.
How do I Customize Reference Checks?
Under the References tab, you will see default types: Employment Reference, Educational Reference, and Character Reference. Click on the title of the reference type you want to customize. Here you can now change the questions asked to the candidate, the emails sent, and what the referrer is asked to fill out.
Click the Reference Title
Click the reference title to edit the reference check.Edit the Candidate Form
Some fields like the referee's Name and Email are required, but you can add additional fields if you would like. You can also add specific instructions for this type of reference.Customize the Referee Form
Use this section to customize the questions, order, and instructions given to the referee.Customize the Referee Email
Customize the email that gets sent to the referees in the template. You can use variables to make the email more personalized.Set Reply To
Configure who will receive any emails that the referee sends. You also have the option to set this when sending out the references.
How do I Create Reference Request Templates?
In the Reference Requests tab, you can group different reference checks. These are groups of reference types that you can request from the candidate. For instance, you can create a request for two employment references and one character reference, which will be pre-built when sent to the candidate. You can also update the instructions given to a candidate.
Access the Reference Requests Tab
Select the Reference Requests tab in the Reference Templates section to modify your references.
Create Groups of References
Select the relevant reference types to form a custom group that you would like to request from the candidate.
Update Instructions
Modify any instructions that will be sent to the candidates along with their reference requests.
Add Reminders
You can set automated emails to nudge referees at regular intervals, ensuring requests don’t slip through the cracks. If a reference remains incomplete after a set period, you can mark it as Unattainable to keep your workflow organized and your reporting clean.
By organizing your reference requests effectively, you can streamline the process of gathering references from candidates.
How do I Edit a Reference Question?
Under the Reference Questions tab, you can modify existing questions. Changes here will reflect when editing a reference in the References tab as well.
Select the Reference Questions Tab
Go to the Reference Questions tab to view all existing questions.
Choose a Question to Edit
Select the question you wish to modify and update it as needed.
Save Your Changes
After editing, make sure to save your changes to reflect them during the reference checks.
As you customize your reference checks, ensure that questions are clear and relevant for the positions you are hiring for. Regularly review these templates to keep them updated.
FAQs and Troubleshooting
How do I edit an existing reference type?
To edit a reference type, go to the References tab, click on the title of the reference you wish to modify, and make your changes from there.
What if I want to add a new reference type?
Unfortunately, you can only customize existing reference types in Pinpoint. New reference types cannot be added at this time.
Can I change the email template for references?
Yes, each reference type has associated email templates that can be customized within the same tab.