How can we help you?
Your potential employer has requested to use Xref to collect written references from your nominated providers.
You will receive an email from Xref with a link to log into the platform to start the process.
From within the platform you will be asked to confirm:
- Your details
- The dates you were employed by or working with your reference
- The name, email and phone number of your nominated references
Please advise your nominated providers that they will receive an email from Xref requesting an online reference.
Your employer will receive a notification that the reference has been submitted. They will then review the information and be in touch with you regarding the next steps in the hiring process.
Your prospective employer will decide how many references you require and provide guidance on who they should come from (for example, their job title and role when they worked with you). This instruction will be detailed in the first email sent to you by Xref.
If you are still unsure of who to put as your reference provider, please speak with your prospective employer for further clarification.
Your prospective employer requires written references for their records. Xref provides the technology to do this quickly and with ease.
The advantage is that your reference provider can provide feedback in their own time without the risk of misinterpretation.
There may be a number of reasons why a link cannot be accessed. If you or your reference provider cannot access the Xref login link, please try the following:
- Check that you have an internet connection
- Web Browser - update your browser or use an alternative. Google Chrome, Safari, Firefox and Internet Explorer (10 and above) are all compatible browsers
- Cookies - Delete your cache and cookies. This will be in your browser settings
- Try accessing the link on a different device
If you are still having trouble, please contact Customer Success by submitting a case below using the same email address used to log into Xref.
Once the information in step one is submitted it is not able to be edited. However, the reference provider has the opportunity to edit any of the information you entered such as job titles, dates, and company name. You can let them know if you have made a mistake so they can correct this.
Please ensure that the email has not gone into their junk folder. If it is not there, please contact Customer Success below and we can resend from an alternative email provider.
Yes, the link will remain active for them and they can complete the reference at any time via any of the links we have emailed to them.
Please contact Customer Success below.
Managing Your Xref Requests
Follow any of the login links Xref has emailed to you. Once logged in you will see the progress of each of your references. Xref will send you a confirmation email once the reference is complete.
Follow any of the login links Xref has emailed to. Once logged in you will be able to replace or add the details of your new reference. Once you have entered the new information, you can review and then submit. Xref will then immediately email a request to the new provider.
If you have withdrawn your job application you will need to inform the prospective employer or recruiter you are dealing with. They can then delete the Xref request and you will no longer receive any automated emails.
You have been nominated to provide a written reference for a former employee.
The potential employer has chosen to use Xref to gather your feedback - a secure platform that ensures your opinions will arrive without misinterpretation or amendment.
To provide feedback, please click the link in the email sent to you by Xref. From within the platform, you will be asked to:
- Confirm your details
- Confirm the dates the candidate worked with you
- Provide feedback regarding the employment history of the candidate
Once complete, the employer and candidate will be notified.
If, after 3 days, the reference has not been completed, the candidate may choose to nominate an alternate reference.
There may be a number of reasons why a link cannot be accessed. If you cannot access the login link, please try the following:
- Check that you have an internet connection
- Web Browser - update your browser or use an alternative. Google Chrome, Safari, Firefox and Internet Explorer (Version 11) are all compatible browsers.
- Cookies - delete your cache and cookies. This will be in your browser settings.
- Try accessing the link on a different device
If you are still having trouble, please submit a case to Customer Success below using the same email address used to log in to Xref.
Please make sure you have answered all the questions asked. If there is a drop down and text question, you will need to rate and comment to submit.
Finally, make sure you have ‘Reviewed’ and then 'Submitted' your reference by clicking through to the submit page.
Please go back to the email from Xref and you will be able to reaccess the original link and complete the process.
The prospective employer requires written references for their records. If you are unable to engage in the process please click on the decline link in the email and the candidate will be asked for details of an alternative referee.
Xref is not part of the prospective employer’s decision making process and any information shared would have to be at the discretion of the employer or the candidate. If you need more information, please speak with the candidate directly.
The prospective employer has chosen to gather written feedback on the candidate for their records. The advantage for you is that you can complete the reference in your own time and with the peace of mind that your thoughts and opinions will arrive securely, and without amendment or misinterpretation.
Should you not wish to engage in the Xref process please click on the decline link in the email and the candidate will be asked for an alternative referee.
Account admins are able to set up new users and deactivate anyone who is no longer using the account.
Once logged in, the account admin will need to click on the settings/gear icon in the top right hand corner and select 'Manage Users' followed by 'Create New User' (again, in the top right corner) . Then simply follow the prompts to submit the new user’s details. again.
If you would like to find out who your account admins are please contact your Customer Success Manager.
You can upload a new questionnaire by logging into Xref and going to the ‘Questionnaires’ page. Here, you will be able to upload new questionnaires and review any existing.
If you want to make any changes to a questionnaire that is already set up, simply navigate to the ‘Questionnaires’ tab and click on ‘New Questionnaires’. Here you can upload a document that details the name of the questionnaire and the questions you would like to edit, remove or add.
There is no limit to how many questionnaires you can have on your account. For best practice tips or advice on questionnaires, please contact your Customer Success Manager.
Managing Your Xref Requests
If an Xref is ‘Pending’, you have the option to delete or cancel the request.
You can only 'Delete' an Xref (and have the credit returned to your account) if the candidate has not already entered the details of their reference provider. If they have entered their details, the only option will be to ‘Cancel’ the request. This will ensure no more automated reminder emails are sent out.
Once a request has been canceled, it will move to the ‘Archived’ section.
Only candidates have the ability to replace their unresponsive or declined reference provider by following any of the login links Xref has emailed to them.
Once they have entered their details, the new reference will immediately receive an email from Xref. You can track all of these changes in the Lifecycle section. To see the Lifecycle, simply click on the candidate’s name in the ‘Xref Requests’ page.
All Xref's have a Lifecycle that logs all activity associated with a reference request. This includes updates on your own activity, as well as that of candidate and reference provider. It also tracks and records all automated reminder emails that are sent.
To see the Lifecycle, simply click on the candidate’s name on the ‘Xref Requests’ page. You can view all status icon definitions from the ‘Xref Requests’ page, by hovering over the 'References’ information icon.
Yes, please let Customer Success know and we can unlock the request for you so the candidate has the ability to add another reference.
'Unobtainable' means that all reminder emails have been sent to the reference provider but they have not completed the reference. The candidate is encouraged to either follow up with their previous employer or submit details of an alternative.
Even when an Xref is ‘Unobtainable’ the reference providers login link will remain active and, if they choose to, they can complete the reference as normal.
You can view all status definitions from the ‘Xref Requests’ page, by hovering over the 'References’ information icon.
Automated reminder emails are sent to both candidates and references.
Once your request is made the candidate is immediately emailed and asked to provide details of their previous employers via Xref. If candidates do not action this initial request they will receive reminder emails after 24, 36 and 48 hours.
You, as the employer, will receive notifications alongside these emails so that you are aware of any delays in the process.
It is important to prepare your candidates and bring them up to speed with the Xref process before making a request, so they can immediately action the email and ensure references are returned quickly.
Please ensure you adjust the date parameters accordingly and also check if the request is in the 'Archived' section. If you are still unable to find the candidate, please contact Customer Success.
Xref is an automated platform that takes pre-employment reference checking online.
Written feedback is provided via tailored questionnaires custom built by the employer.
References can be completed at any time and on any device, eliminating the the back and forth phone calls. Usually, feedback is submitted within 24-36 hours.
Candidates and employers are given complete transparency over the process, with progress updates available within the platform.
Upon completion, employers can view and securely store a record of the reference and access detailed reporting and analytics.
Xref is GDPR compliant, SSL secure and ISO certified.
The Xref reference checking process can be broken down into four steps.
- The employer selects the reference template they want to use and the number of references they would like the candidate to provide and sends a request to the candidate.
- The candidate logs into the Xref platform, confirms their details and provides the details of their reference providers.
- The previous employer (reference) receives an email inviting them to provide feedback on the candidate online.
- The employer receives a notification once the reference has been completed along with a link to view the full report.
References take approximately 15 minutes to complete and are usually returned within 24-36 hours of request.
The questions asked are determined by the employer but are checked by Xref for privacy and discrimination breaches.
References will receive a reminder email after 24, 36 and 48 hours if the questionnaire has not been completed.
Reference reports can be viewed within the Xref platform or exported as a PDF.
Yes, our Customer Success team can review and optimize your existing questionnaire or work with you to build a new one from scratch.
Setup and Support
You can be setup within 24 hours after payment and once your reference templates have been provided.
We offer 24-hour online support from Monday - Friday for candidates, references, and employers.
Compliance and Privacy
All data is stored on Amazon Web Services (AWS), the world leading cloud-based storage provider.
Yes, the Xref platform is SSL secure and ISO certified.
Yes, our processes for collecting and storing data is fully GDPR compliant.