A Simple Guide to Integrating Reference Checks with Your ATS

The Benefits of Integrating

Integrating reference checks into your ATS makes the hiring process both quicker and easier. Here’s a quick look at some of the benefits this can bring:

• Less admin - manually chasing references by phone or email wastes so much of your team’s time. With an integrated system, reference requests are sent automatically, which means no more time spent copying and pasting information, filling out spreadsheets, or sending follow-up emails. Instead, your team can focus on reviewing candidates and finding the perfect fit.

• Fewer mistakes - when data has to be entered manually across multiple systems, it’s easy for things to go wrong due to human errors, such as spelling mistakes or missing records. Integrating your reference checks with your ATS removes that risk by pulling the information directly from one system, so everything stays accurate and reliable.

• A better experience - the candidate experience is defined as the perception of a job seeker about an employer based on the interaction during the complete recruitment process. Waiting days for a reference check to be sent and feedback to come back can slow things down and damage the reputation of your company. Automated reference checks help things move faster while ensuring professionalism and accuracy, leading to a better overall candidate experience!

• Centralised data - with an integrated setup, everything related to the candidate is stored in one place. This makes it easier for your whole team to stay on the same page and refer back to any key details when needed.

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What to Look For in a Reference-Checking Platform to Ensure a Smooth ATS Integration

Now we know how integrations save time and streamline your hiring process, it’s important to understand what to look for in a reference-checking platform to ensure a smooth setup. Here are a few things to prioritise:

1. API compatibility: Your reference-checking platform should easily ‘talk’ to your ATS. This is usually done through an API (Application Programming Interface) — this might sound technical, but it simply means that the two systems can connect and share information automatically. With a proper API connection, reference requests can be triggered directly from the ATS, and reports can come back without any effort being required from you.

2. GDPR compliance: Given that you’ll be handling sensitive candidate data, your tools need to follow strict data protection rules. You should, therefore, look for platforms that are fully GDPR compliant and have clear processes for consent and data handling. This ensures you keep your organisation safe while also protecting candidate privacy.

3. Ease of use: A good platform should be simple to set up, easy to navigate, and quick to use — both for your team and your referees. Look out for a user-friendly platform, helpful support, and features that you know will make your life easier!

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A Step-by-Step Guide to Getting Set Up

Integrating reference checks into your ATS might sound complicated, but it’s a straightforward process when broken down into simple steps. Here’s a quick look at how to do it:

1. Assess current ATS capabilities: Before anything else, you need to review your ATS and see if it supports integrations. Some systems already have built-in options for connecting with reference-checking platforms. 

2. Choose a compatible reference-check provider: Make sure the platform you pick offers direct integration with your ATS. For example, at RefNow, we offer over 45 integrations, which you can filter or search through by ATS name. If you can't find the integration you're looking for, simply let us know, and we'll get it added to our roadmap.

3. Set up API or integration modules: Once you’ve chosen your reference-checking platform, it needs to be connected to your ATS. This might involve adding a plugin, switching on an integration in your settings, or setting up an API (which just means the two systems can share data).

4. Configure workflows and automation: Now, you need to decide at what stage of your hiring process you want reference checks to happen — for example, after a final interview or before you make an offer. You can then set things up so the system sends requests automatically at the right time without you needing to do it manually.

5. Test the integration: Before using it on candidates, be sure to run a few tests to make sure everything is working smoothly. Make sure notifications go out, the information flows correctly, and the process is smooth from start to finish.

6. Train recruitment teams: Once you’re confident everything is working as it should be, make sure your team understands how to use it. Show them how to send a reference request, where to find the completed reports, and how the process fits into your ATS. A quick demo is usually all that’s needed here!

7. Monitor and optimise: Now that the integration is up and running, it’s important to keep an eye on how it’s working. Are reference checks being sent at the right time? Are there any delays or missed steps? Remember to ask for feedback from your team and use this information to make small improvements to keep the process as streamlined as possible.

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Final Thoughts

Integrating reference checks with your ATS is a simple yet powerful way to save time, reduce manual errors, and improve the overall hiring experience. By following our step-by-step guide, you can automate timely reference-checking tasks and move candidates through the hiring process faster, all without compromising on quality!