Scaling with Confidence: How Teamtailor Uses Refapp for Digital Reference Checks

Emelie Dahl

Teamtailor HR Team


Teamtailor is a leading and rapidly growing applicant tracking system (ATS) and a trusted integration partner of Refapp. Together, the two platforms provide a seamless digital reference checking experience to companies worldwide.

But Teamtailor isn’t just a partner, they’re also a Refapp client. Their own talent acquisition team leverages Refapp to streamline reference checks, ensuring fast, consistent, and insightful candidate evaluations, just like the many companies using Teamtailor + Refapp as part of their recruitment tech stack.

“We work closely with Refapp because we know joint clients value the integration, and we experience the benefits firsthand in our own hiring.”
— Joao Batista, Talent Acquisition Partner, Teamtailor

Joao BatistaMeet Joao Batista

Joao Batista, Talent Acquisition Partner at Teamtailor, has worked across several countries, bringing a broad international perspective to recruitment. Originally from Brazil, he discovered his passion for HR during an internship in Colombia, later worked as an HR Specialist at Bosch, and now supports Teamtailor’s hiring efforts from the team’s Swedish office.

Growing with Consistency & Quality

With rapid expansion, growing from 250 to 500 employees across 23 countries in just two years, Teamtailor has been on an impressive journey, scaling its team while maintaining its innovative, people-first culture.

To support this growth, they focused on building a hiring process that could scale without compromising on quality, ensuring they continue to bring in the top talent driving their success forward.

“For us, reference checking is essential. It gives us a more complete picture of a candidate’s skills, performance, and cultural fit.”

Previously, reference checks were manual, inconsistent, and handled differently by each recruiter. Teamtailor needed a reliable and hands-off process that ensured consistency, minimized bias, and supported smarter hiring decisions.

How Refapp Transformed the Process

By integrating Refapp into their recruitment flow, Teamtailor:

  • Standardized reference checks with structured, role-specific questions
  • Eliminated manual tasks, saving recruiters time and effort
  • Sped up hiring, with most references completed within a day
  • Supported global growth through multi-language and cross-time-zone compatibility
  • Improved hiring accuracy by providing reliable, data-driven insights, reducing the risk of mis-hires

“It cuts down admin, keeps everything structured, and gives us the clarity we need to move forward with the right candidates without second guessing.”

Refapp and Teamtailor integration workflow

The Refapp + Teamtailor Workflow Step by Step

Reference checking is now a natural part of Teamtailor’s process, here’s how it works:

  1. Trigger reference check – Move the candidate to the “Reference Check” stage in Teamtailor
  2. The candidate provides reference details – Refapp automatically prompts them for contact details
  3. Requests sent – Digital reference forms go out via email/SMS
  4. References respond – At their convenience, using structured questionnaires
  5. Track progress – Recruiters and managers can monitor everything directly in Teamtailor
  6. Access the final report – A complete reference report is delivered

Refapp digital reference checks report“We never have to leave Teamtailor. No back-and-forth, no manual follow-ups. And the fact that we’ve never had a reference ask for a phone call shows how well the digital process works.”

Looking Ahead: From Volume to Quality

Joao and the Teamtailor team have seen the shift: companies are moving from high-volume hiring to quality-first recruitment.

“It’s no longer just about filling roles, it’s about hiring the right people who will thrive and stay.”

That shift demands smarter tools and more strategic processes. Companies must balance human interaction with smart technology, using data and AI to attract, assess, and select the right candidates, without losing the personal touch.

“Refapp gives us that extra layer of clarity and trust in our decisions. It’s become a natural part of how we hire, because it just works.”

Ready to Level Up Your Recruitment?

Discover how Refapp and Teamtailor can help your team scale smarter and hire with confidence. Book a demo with us!