What Is Digital Reference Checking and How Does It Work?

Digital reference checking is a modern, standardized, and often automated method of collecting references during the hiring process. Instead of recruiters manually contacting references by phone or email, the collection takes place through structured online forms.

This ensures a more objective and comparable evaluation of candidates, saves time and resources, and creates a smoother process for both recruiters and references.

How Does Digital Reference Checking Work?

Reference checks are a vital part of the recruitment process, helping employers gain third-party insight into a candidate’s personality, performance, competencies, and workplace behaviors. Traditionally, this has been a manual, time-consuming, and often subjective task. Digital reference checking has transformed this into a more efficient, structured, and data-driven process.

While implementation may vary and can be integrated into an applicant tracking system (ATS), the typical digital reference checking process includes the following steps:

Configuration of digital reference checking

The recruiter selects or customizes a role-specific reference questionnaire
Launch

The candidate is added to the process and receives an email and/or SMS prompting them to submit their references.
Candidate Submits References

The candidate fills out an online form with contact information for their references.
Automated Outreach

References are automatically contacted via email and/or SMS with a request to complete the questionnaire.
References Respond Online

References verify their identity and respond to the questions digitally, at a time that suits them.
Responses Compiled Into a Report

All responses are compiled into a professional, easy-to-read reference report that supports comparison and analysis.

Key Benefits of Digital Reference Checking

A well-designed digital reference checking process provides several strategic advantages:

Research-Based & Standardized:
Scientifically designed questionnaires and structured processes ensure fair, relevant, and objective candidate evaluations.
Time-Saving Automation:
Automates repetitive tasks and frees up time for more value-adding activities in the hiring process.
Data-Driven Insights:
Structured and comparable data improves decision-making and candidate benchmarking.
Higher Response Rates:
References can respond when it suits them, leading to higher participation and better data quality.
Security & Compliance:
Ensures compliant data handling and protects candidate and reference privacy. Learn more about reference checking and compliance.

The Purpose of Reference Checking in Recruitment

Digital reference checking helps organizations to:

Verify candidate information:
Confirm employment history and skills.
Assess job performance:
Gain a more nuanced picture of how the candidate performs at work.
Identify potential risks:
Spot counterproductive work behaviors that could affect the team or organization.

What Questions Should Be Asked in a Digital Reference Check?

To gain accurate and job-relevant insights, it’s crucial to ask structured, skills-based questions aligned with the job requirements. Research shows that structured reference checks are more predictive of future job performance than unstructured, subjective ones.

Examples of reference questions:

What is your professional relationship to the candidate?
When did you work together, and for how long?
What were the candidate’s main responsibilities?
How does their performance compare to others in similar roles?
What are the candidate’s strengths and areas for development?
Can you describe a situation where the candidate handled a workplace challenge?
How did they manage stress and pressure?
Were there any unexplained absences?
Did you observe any behaviors that might negatively impact a team or organization?
Would you hire the candidate again? Why or why not?

See more examples of reference questions, and which ones to avoid.

Who Can Be a Reference?

A reference is someone who can provide insight into a candidate’s work behavior. Common types of references include:

Manager, supervisor, or project lead:
Insight into work performance and deliverables.
Colleague:
Perspective on collaboration and interpersonal skills.
Client or customer:
Input on service and professionalism.
Teacher, mentor, or board member:
Useful for candidates with limited work experience.

How Many References Should You Collect?

The more references you collect, the more reliable your insights will be. Aim for at least three references per candidate. With digital reference checking, this can be done efficiently without increasing admin workload.

Summary

Digital reference checking is a modern, efficient, and data-driven way to enhance quality in the recruitment process. With research-based questions and automation, hiring decisions become more informed and evidence-based.

Refapp is a global leader in digital reference checking, used by over 1,500 clients worldwide, from multinational enterprises and public agencies to startups and small businesses across various industries.