One option is to create projects On Hold. This allows you to review and edit the project in Refapp before the reference check starts. If you'd like to learn more on how to use the On hold feature, see this article: How do I implement the On Hold function in my organisation?
If your organisation uses a Competency Based Framework or Assessment Framework, Refapp also offers a module that lets users select or change the competencies for each individual project directly from your Recruitment System, eliminating the need to edit the project in Refapp. Read more about the process with the module in this guideline: How do I use the Competency Framework Module from my recruitment system?
Contact your Customer Success Manager or Refapp support if you'd like to learn more about this module.
Using On Hold projects
When a project is created On Hold:
- The project is created in Refapp from your Recruitment system.
- Candidates are added to the project.
- No invitations are sent, even if candidate automation is enabled.
- You can review and edit the project before starting the reference check.
- Once you start the project, it behaves like any other Refapp project.
How it works
1. Create the project from your Recruitment System
Configure Refapp as you normally would in your recruitment system.
If your organisation uses project templates, select the template with On Hold enabled. Otherwise, use your standard Refapp configuration.
Activate the reference check on your candidate in your recruitment system, the project and candidate will be created in Refapp, but the project will remain On Hold, meaning no invitations will be sent.
You'll receive an email letting you know that the project is ready. Select Finish project setup to open the project in Refapp.
2. Edit the project
Projects that are On Hold are marked with an indicator in the project overview.
Select Settings to review and update the project before starting it.
When updating the Project settings you can:
- Select a different questionnaire.
- Edit the questionnaire.
- Update the messages sent to candidates.
- Update the messages sent to referees.
- Add role-specific information for this recruitment.
If you want all future candidates that you move from your ats to automatically get sent the reference request, make sure to put the automation to candidates ON.
When you're happy with your changes, select Save to return to the project page.
3. Start the reference check
Click Start to activate the project.
If candidate automation is enabled, you'll be asked to confirm that invitations should be sent to all current candidates. Select Send to start the reference check.
What happens next?
Once the project has been started, it is no longer On Hold.
If candidate automation is enabled, any future candidates added to the project from your Recuitment systen will automatically receive their reference check invitations, just like in any standard Refapp project.