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Xref Online Reference Checking FAQs for Candidates

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Xref Online Reference Checking FAQs for Candidates 

You’ve aced your interview and you’re closer to your dream job but there’s one little step of professional references. Here are some of the questions you may have on how the online reference checking works.

What is web based reference checking?

An online reference checking system that replaces manual calls from recruiters to verify information shared at the time of an interview. 

Do employers check all references?

This is left up to the discretion of the hiring team, in most cases employers do a thorough check of the candidate they intend to hire, going through all the references is an important and big step.

Can I fake a job reference?

There are chances of fake and suspicious activity getting detected, it's better to keep all references honest and provide information which is correct.

What happens once a reference check is completed?

Both you and your prospective employer will receive an email notification that the reference has been submitted. The employer will then be in touch with you regarding the next steps in the hiring process.

Who should I put as my reference provider?

Here are some people you can include on your list of professional references 

  • Former employer
  • Former colleague
  • Former supervisor
  • Organisations you’ve volunteered for

Working remotely? Here is a blog on how to be more productive.

How will the Xref process work for me

Step 1: To get started, you will need to click the link in the email sent to you by Xref.

Step 2: Once logged in, you will need to confirm:

  • Your details
  • The name, email and phone number of your references, and the dates you worked with them

Step 3: Submit. You need to inform your references in advance that they will receive an email from Xref. 

Can I get rejected after a reference check?

If the information provided during your interview turns out to be inaccurate or false during the reference check, it is left up to the discretion of the hiring team to reject your application. Negative feedback does not automatically disqualify you.

Do employers check references for multiple candidates?

In most cases employers reach out to referees once they have narrowed down to the final candidate. In situations where they have to decide between two or three candidates, it's possible that they reach out to the referees of all candidates who’ve made it to the final decision making stage. Keep in mind that the hiring process varies for different organisations, it’s best to check with the recruiter once you’ve interviewed.


Do employers check references before or after an offer?

Most employers check references before an offer mainly to reaffirm facts provided by the candidate during the interview and to get an understanding of their strengths and areas of improvement. As the hiring process varies for different organisations, it’s best to check with the recruiter with whom you are in touch.


Do employers check references if they aren't going to hire you?

Reference checking takes time and resources so it's unlikely that your references are being checked when there is no intention to hire. If a company has reached out to your referees, chances are that they are interested in hiring you.


What does it mean if they are checking my references?

When a hiring company reaches out to your referees, it's a good sign. It usually means that the hiring manager is ready to make you an offer. Although reference checking is in most cases the last mile, it's helpful to keep in mind that feedback from referees is considered in conjunction with other factors for the final decision. 


Is reference checking a good sign?

Yes, it usually indicates that the hiring company is keen on making the offer. Keep in mind that you could be one of two candidates for the role which is why feedback from your referees could be important for the hiring company to make their decision. Hiring managers understand that feedback is subjective and while it does not have to make you look perfect, it helps a future employer to get to know you better.

Who should not be a reference?

Ideally avoid the following:

  • Family
  • Friends (BFF included)
  • Fiancé

Prep your references, don't use a reference who you have not prepared to receive a call from a prospective employer. If you'd like to read on how to prep yourself for a video interview, read this blog.

My reference is sick or on holiday and will not be able to complete my request until a later date, what do I do?

The great thing about Xref is that your references have the freedom to complete their feedback in their own time when it is most convenient. However, we do suggest that you keep your prospective employer updated with an estimated time and date of completion as they may be eager to progress your application.

Is Xref secure?

Yes, Xref services the security demands and expectations of its clients in keeping with global compliance and regulations such as the European Union’s General Data Protection Regulation (GDPR), Australia’s Privacy Act and Canada’s Personal Information and Electronic Documents Act (PIPEDA). Our global compliance certification supports our strategy to be a leader in candidate information management.

Does Xref contact via phone?

Xref does not collect phone references. 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.

How do I stop reminder emails being sent to me or my reference? 

Please contact our friendly customer support team below, we will happily switch off any automated emails for you or your reference.

Technical Help

Why can't I access the login link?

There may be a number of reasons why a link cannot be accessed. If you can't 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 (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 our support team by submitting a case using the same email address used to log into Xref.

I entered the wrong information in step 1, how do I amend this?

Once the information in step one is submitted it cannot 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.

My reference provider has not received an email

Please ensure that the email has not gone into their junk folder. If it is not there, please contact our Customer Success and we can resend from an alternative email provider.

My reference has been listed as ‘unobtainable’ can they still provide a reference for me?

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.

My link is invalid/expired what do I do?

Please try clearing your cache data/cookies and browsing history, if this does not resolve the issue, try accessing Xref via a different device (Xref is compatible with all devices).

How do I track the progress of my references?

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.

How do I update/ replace my references?

To update/replace a reference within Xref, simply follow any of the login links Xref has emailed to you. Within the platform you can replace details and add new referees. Once you have entered the new information, you can review and then submit the updated details. Xref will then immediately email a reference request to the new contact.

I have withdrawn my application, how do I cancel my request?

Please contact the organisation that has requested your references, the request can be deleted from their end. Once a request has been deleted, all email notifications will be switched off.

I cannot find my email from Xref asking me to provide my reference details  

Please check your spam/junk folder to ensure your Xref invite has not been filtered into it. If you cannot find an email from us please contact our support team with your details (name and email address) and we will look into it for you.

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