Xref Reference Checking

Xref automates reference checking so you do not have to chase referees by phone. PlacementFlow integrates with Xref to initiate checks directly from a placement record, track progress, and view completed reports without leaving the platform.

Why Automate Reference Checks

Manual reference checking is time-consuming and delays start dates. A typical check requires 3-5 phone calls per referee, across 2-3 referees, often spanning several days. Xref handles this digitally -- referees complete a structured questionnaire online, usually within 24-48 hours.

Setting Up Xref

1. Go to Settings -> Integrations -> Reference Checking
2. Click Connect Xref
3. Enter your Xref API key (found in your Xref account under Company Settings -> API)
4. Click Save and Verify

PlacementFlow tests the connection and confirms your Xref account details. You will see a green "Connected" status when ready.

Initiating a Reference Check

Reference checks are initiated from a confirmed placement:

1. Go to the Placement detail page
2. Click Request References
3. Confirm the candidate's details:
   • Full name and email address
   • Number of references required (typically 2-3)
   • Reference questionnaire template (selected from your Xref account)
4. Click Send Request

The candidate receives an email from Xref asking them to provide their referees' contact details.

What the Candidate Receives

The candidate gets an email with a secure link to the Xref platform where they:

1. Enter each referee's name, email, and relationship
2. Optionally add a phone number
3. Submit the referee details

Once submitted, Xref contacts each referee directly.

What Referees Receive

Each referee receives an email from Xref containing:

• The candidate's name and the role they are being referenced for
• A link to a structured questionnaire
• A clear deadline for completion

The questionnaire is typically 10-15 questions covering performance, reliability, strengths, and areas for development. Referees complete it online at their convenience -- no phone call needed.

Tracking Status

From the placement detail page, the References section shows real-time status:

Status	Meaning
Requested	Waiting for candidate to provide referee details
In Progress	Referees have been contacted, awaiting responses
Partially Complete	Some referees have responded
Complete	All referees have responded
Overdue	Deadline passed with incomplete responses

PlacementFlow polls Xref for status updates, so you always see the current state.

Viewing the Completed Report

Once all referees have responded:

1. The placement detail page shows a View Report button in the References section
2. Click to see a summary of all referee responses
3. Key data points are highlighted: overall recommendation, performance ratings, any flags

The full Xref report is also accessible from your Xref account for archiving or sharing with clients.

When to Use Reference Checks

Reference checks are most valuable:

• Before start date -- confirm the candidate's background before they begin
• During notice period -- run checks while the candidate works their notice, so results are ready before day one
• For client requirements -- some clients mandate references before they will confirm a placement

Initiating early avoids delays. The best time to request references is immediately after offer acceptance.

Next Steps

• PandaDoc E-Signatures -- send offers for signature before starting reference checks
• Recording Placements and Tracking Fees -- create the placement record that triggers the reference check option