Frequently Asked Questions

Your prospective employer decides who your referee/s should be. 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 referee, you will need to clarify this with your prospective employer - Xref are the technology provider, we don’t make any of the reference related decisions

Your prospective employer requires written references for their records. Xref provides your prospective employer with the technology to quickly and securely request and receive these references.

The advantage to your referees is that they can complete the reference in their own time with the peace of mind that the information they provide cannot be amended or misinterpreted.

Xref sends your referees automated reminder emails, however, It is your responsibility to seek permission from your referees and advise them of the Xref process.

To track the status and/or edit your referee’s details, simply follow any of the login links Xref have emailed to you. Once logged in you can see the progress status of your references as well as enter, review and submit new referee details. Xref will immediately email a reference request to the updated email address once submitted.

If you have withdrawn your job application, you will need to inform the prospective employer yourself. Xref is the reference technology, we have no other involvement in the recruitment process. Your hiring manager can then delete the Xref request and you will no longer receive any automated emails.

There can be a number of reasons why links cannot be accessed. If you or your referee cannot access the Xref login link, please check the following:

  • You have an internet connection
  • Web Browser - Try updating your browser or using an alternative browser. 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.

To replace a referee within Xref, simply follow any of the login links Xref have emailed to you. From the Xref dashboard you can update and add new referees. Once you have entered the new information, review and submit the updated details. Xref will immediately email a reference request to the new referee once submitted.

Didn't find what you're looking for?

There can be a number of reasons why links cannot be accessed. If you cannot access the Xref login link, please check the following:

  • You have an internet connection
  • Web Browser - Try updating your browser or using an alternative browser. 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.

The prospective employer requires written references for their records and they have chosen to collect references through Xref's secure online platform. The advantage for you is that you can complete it in your own time and with the peace of mind that your thoughts and opinions will arrive securely with the prospective employer without amendment or misinterpretation.

Should you not wish to engage in the Xref process please click on the decline link in the email below and the candidate will be asked for an alternative referee. Rest assured, this will not reflect badly on the candidate.

The prospective employer requires written references for their records and they have chosen to collect references through Xref's secure online platform.

If you are unable to engage in the Xref process please click on the decline link in the email below and the candidate will be asked for an alternative referee.

Xref have been engaged to collect references quickly and securely. Xref isn’t part of the prospective employer’s decision making process and it is their choice on what information is disclosed to you. If you need more information, you will need to liaise with the candidate directly.

Didn't find what you're looking for?

You can upload a new questionnaire directly from the Xref platform. Simply login to Xref and go to the ‘Questionnaires’ page. You will be able to review the different questionnaires you currently have set up and upload any new ones you have.

If you want to make any changes to a questionnaire that is already set up, simply, 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.

If an Xref is ‘pending’, you have the option to delete it or stop the request. You can only delete an Xref (and get the credit back in your account) before the candidate has uploaded their referee details. Once they have entered, the only option will be to stop the request. This will ensure no more automated reminder emails are sent out.

A deleted request will remove all records of that candidate and the Xref will disappear from the Dashboard. A stopped request will be pushed into the ‘Criteria Met’ section of the Dashboard.

The ‘Delete’ and ‘Cancel’ buttons can be found to the right of an Xref request in the pending section of the Dashboard.

Xref has a lifecycle feature where you can monitor every activity on a reference request. This includes your activity, the candidate’s activity, the referee’s activity and when any automated reminder emails have been sent out. To see the lifecycle, simply click on the candidates name in the Dashboard.

Automated reminder emails are sent to both candidates and referees.

Once your request is made the candidate is immediately emailed asking them to enter Xref and provide their referee’s details. If candidates do not action this initial request they receive reminder emails after 24, 36 and 48 hours. You as the employer will receive notifications alongside these emails. A great tip is to make sure you prep the candidate on the Xref process before making the request so they can immediately action the email and the overall turnaround time is reduced.

When a candidate enters their referees’ details into Xref, their referees are immediately emailed a reference request. If referees do not action this initial request they receive reminder emails after 24, 36 and 48 hours. The candidate is also notified on these same intervals and prompted to either chase their referee for a response or submit another referee.

All reminder emails stop after 60 hours.

'Unobtainable' means that all reminder emails have been sent to the referee but they have not completed a reference. Reminder emails are sent on 24, 36 and 48 hours to both the referee and the candidate. The candidate is encouraged to either follow up with their referee or submit another referee.

Even when an Xref is ‘Unobtainable’ the referee’s login link remains active and if the referee chooses to complete the reference, they can do so as normal.

You can view all status icon definitions from your dashboard by clicking on the 'Reference Status Information' button above the Pending section.

Candidates can replace their unresponsive or declined referees at any stage by following any of the login links Xref have emailed to them.

Once they have entered the new details, the new referee will immediately get an email from Xref requesting a reference. You can track all of these changes on the Xref Lifecycle. To see the lifecycle, simply click on the candidates name in the Dashboard.

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