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Refrerence Checks
For stronger compliance
Improve efficiency, save time & money
Automated questionnaires and SMS/Emails enable the pre-employment check to be completed without constant HR input, reducing delays and miscommunication. Implementing automation saves time and money by freeing HR from chasing candidates and referees, allowing them to focus on other tasks while the system works in the background. This optimizes productivity and lowers recruitment costs.
Natively Built & Seamless
Integrated directly within the Martian Logic platform, this module is responsive, fast, easy to navigate, and offers an excellent user experience. Its native design allows HR to gather all candidate information in one place, eliminating the need to switch between platforms. Seamlessly integrate your customized reference check into your workflow. The seamless, native functionality ensures a smooth experience for users and candidates, with no interruptions or delays in auto-populated forms, automated communications, and information collection from candidates and referees.
Enterprise-Grade Customisation
Create your questionnaires from scratch with enterprise-level customization options. Make them as detailed or concise as you prefer, selecting from various field types such as drop-downs, text, numerical, and multiple-choice. Our template builder, essential for Automated Reference Checks, sets Martian Logic apart. Design candidate and referee questionnaires tailored to departments, locations, roles, and employment types, then save them for future use. This ensures consistent questions for all candidates, enabling HR to compare uniform data and identify the best fit.
Automatically Flag Candidates
HR can automate the flagging of candidates based on referee feedback. For instance, your questionnaire might ask, "Rate candidate out of 10 for their work ethic," and automatically flag candidates scoring 5 or below. This automation serves as a screening tool, quickly identifying candidates based on flagged keywords. Flagging isn't limited to negative traits; you can choose to flag candidates whose referees mention positive attributes like "skillful" or "good communicator." The choice is entirely yours!
Branded Communications
Style all communications and e-forms to reflect your company's branding, including logos and colors, ensuring a consistent brand identity across all candidate touchpoints. This consistency resonates with candidates, who may also be customers, and strengthens your employer branding. Craft the messaging of e-forms and auto-triggered SMS/Emails to reflect your company's tone and personality. Make candidates and referees feel valued by personalizing every communication, using appropriate salutations, and incorporating personalized elements like signatures, emojis, and pictures.
Intelligent & Automated Module
HR determines the level of automation in the 'Reference Check Stage'. If fully automated, when a candidate reaches this stage, an SMS/Email invites them to provide referee details. Upon receipt, an SMS/Email is sent to the referees, including a branded questionnaire available for viewing on the platform once submitted. Pre-set automations are adjustable, and HR can create multiple Reference Check stages with varying automations and templates to switch between as needed.
Automatic Notifications
The automated functionality of this module is paired with a dedicated dashboard, which empowers HR to view the progress of every set-in-motion reference check. This provides transparency of a candidate’s progress within the stage to keep all stakeholders on the same page, and clearly indicate if there are any issues, time-delays, or incomplete checks. As well as having a dedicated dashboard, the platform will automatically send stakeholders SMS/Email notifications whenever any progress is made to keep them up-to-date.
Flexibility
Using this module, you can conduct manual reference checks by simply not selecting the 'automatic' option during setup. When a candidate provides their referees' details, HR will be notified to contact them at their convenience. This flexibility allows HR to manually complete the templated questionnaire during phone calls with referees. You can place the reference check stage anywhere in your workflow, such as before or after talent assessments. The stage placement can also be adjusted based on the department, job, or location you're hiring for.
Data-Driven Questions
Candidate information is often self-reported during phone screenings and interviews, making reference checks crucial for obtaining first-hand insights. HR must strategically analyze this data to ensure its relevance to the specific role. Candidates might manipulate their pre-employment checks by providing referees who haven't closely worked with them or who might alter information to make them appear more desirable. Therefore, HR should ask precise questions to gain accurate insights. Creating role and department-specific questionnaire templates ensures analytical consistency and helps counteract candidate manipulation.
Implementing Best Practices
To help HR ensure their reference check process follows best practices, Martian Logic provides a template library with essential questions for referees. These questions are based on years of data-driven practices from users and HR leaders.
Finding the right balance between open-ended, role-specific questions that aren't leading can be challenging. By using these template questions as a guide, HR can choose the most suitable questions for their process and make slight edits to align with the company's tone, personality, and requirements.
Ensuring Compliant Processes
Compliance is crucial for accurate candidate reference checks. Questions must be unbiased, non-discriminatory, and not overly personal. Manual reference checks increase the risk of inappropriate discussions, as they are not in a controlled environment like an online questionnaire. This module allows HR to collaborate on creating professional, appropriate questionnaire templates, reducing potential errors. Martian Logic stores all saved questions and collected data, enabling easy review and use as evidence if a candidate believes the process was unfair or biased. The platform ensures strict compliance with regulations on obtaining candidate consent and securely storing referee details and discussions, safeguarding your company and providing proof of data security in legal cases.
