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How do I set up project templates to use in recruitment systems?

Project templates act as pre-configured packages of settings (questionnaires, communication rules, and security) that can be selected directly within your recruitment system (ATS).

Administrators, subaccount administrators, and users with extended rights in Refapp create the project templates that other users can then choose from when setting up their reference check inside the recruitment system.

1. Initial Setup in Refapp

  • Log into Refapp and select Project Templates from the drop-down menu under your profile.

  • Name the Template: Use a descriptive name that reflects the role or department (e.g., "ATS - Standard Recruitment").

  • Select Subaccount: Choose which subaccount will have access to this template.

  • Choose Questionnaire: Select the specific questionnaire for this template.

    💡Need help building one? See this helpdesk article. 

The template is divided into three key areas of logic:

  • Candidate Communication: Define how candidates are contacted and how many references are required.

    • Automation Tip: If enabled, candidates receive email/SMS invites the moment you trigger the reference check within your ATS.

  • Referee Communication: Set the rules for how Refapp interacts with references.

    • Automation Tip: If enabled, questionnaires are automatically sent to references as soon as the candidate submits their contact details.

  • Security and Integrity: Choose identity verification methods for referees and if you want the project to be Public. See this helpdesk article for more information about public projects and how to use them.  

To see these templates inside your recruitment system, an Administrator must enable the connection:

  1. Go to Company Settings > Integrations tab.

  2. Look for the setting specific to your ATS (the wording varies by system):

    • "Use Project Templates for ATS integration configuration"

  3. Once enabled, these templates will appear as options when configuring Refapp inside your ATS.