“85% of employers have found applicants lying on their resumes or job applications.”
Job seekers are getting savvy every day in presenting their best selves. And that makes it necessary for hiring managers and HR professionals to separate fact from fiction.
Also, the EEOC (Equal Employment Opportunity Commission) insists employers be on high alert when checking resumes for false information and doing comprehensive background checks.
So, where to begin? – Reference check software
Reference checking has evolved. From relying on gut instinct, lengthy phone calls, and paperwork to using data-driven, secure software solutions, the transition has been smooth with the help of reference check software. But you must know how to do it right.
In this article, we’ll explore:
- What reference check software is, and how it works
- Key features to look for in these tools
- Best reference check software solutions in the market
Let’s learn how to use these tools to build a stronger, more reliable workforce.
What is Reference Check Software?
Reference check software is a solution that automates and streamlines verifying a job candidate’s employment history, skills, and performance. Its primary purpose is to help employers gather accurate, unbiased information about potential hires more efficiently than traditional methods.
What it involves:
- Automating the outreach process
- Standardizing questions for uniformity
- Letting references respond when convenient
- Giving structured, easy-to-analyze data
What it doesn’t involve:
- Calls to previous employers
- Email reference exchanges
- Manual data collection and note-taking
The US Department of Labor estimates that a poor hire may cost your company 30% of their first-year salary.
So, think of this: It will be less expensive to pay for access to advanced reference check software, which produces excellent hires than to risk making a poor hire.
Key Features to Look for in Reference Check Software
When choosing the right reference check software for your organization, you must prioritize a few key features.
Automated reference requests
Automated reference requests eliminate manual data entry and reduce your time on administrative tasks. Look for software that allows you to send out requests in bulk, customize email templates, and track the status of each request.
No more playing phone tag or drafting individual messages. The system tracks who’s responded and follows up on those who haven’t. It works 24/7 to gather insights about your potential hires.
Plus, it’s consistent – every reference gets the same professional treatment, regardless of when they’re contacted.
Customizable questionnaires
Role-specific details of candidates are possible only when you can customize your questions. Customizable questionnaires let you dig deep into what matters for each role.
For a management position, you can focus on leadership style, while for a tech role, you might emphasize coding skills. You can even mix and match question types – multiple choice for quick insights, rating scales for easy comparisons, and open-ended questions for interesting details.
The best part is that you’re not starting from scratch. Most systems offer templates you can tweak so you can save time while still covering all the bases.
Integration with applicant tracking systems (ATS)
ATS integration bridges your reference check software and your applicant tracking system — no more copy-pasting candidate information or manually updating statuses.
When a candidate reaches the reference check stage in the ATS, the process starts automatically. As responses roll in, they appear in the candidate’s ATS profile. This means everyone on your hiring team is on the same page, with all the info in one place. It’s a time-saver that keeps your hiring process flowing smoothly.
Mobile compatibility
Today’s world is always on the go – so is hiring. Mobile compatibility means you’re not chained to your desk to manage reference checks. Picture this: You’re grabbing coffee and receive an alert that a crucial reference just came in. With a few taps on your phone, you can review it right away.
It’s also flexible for references. They can quickly answer questions during their commute or lunch break, which often leads to faster responses.
The best systems make it feel natural, whether you’re on a tiny phone screen or a tablet. It’s all about making the process work for you, wherever you are.
Data analytics and reporting capabilities
Data analytics in reference check software takes all those reference responses and turns them into easy-to-understand insights. It lets users identify trends across different roles or departments and objectively compare candidates.
Visual dashboards with charts and graphs make complex data easily understandable. Customizable reports let teams focus on the most relevant information for their needs. You can use these insights to refine your hiring strategies and make smarter decisions.
Compliance features
Reference check software makes complying with complex hiring laws like the Fair Credit Reporting Act (FCRA) easier. In most cases, they will have an automatic consent form for applicants and an integrated reminder to share reports when mandated by law.
You also get built-in reminders to share reports with candidates when required. Some systems even flag potentially risky questions that could lead to discrimination claims. So, you also avoid costly mistakes. These features often update automatically when laws change, so you always follow the latest rules.
Security and data protection measures
When it comes to reference checks, you’re dealing with sensitive info – so security is key. Look for software that treats data protection as seriously as you do and prevents unauthorized access. Role-based access controls make sure team members only view information necessary for their tasks.
Regular security audits and updates demonstrate the provider’s commitment to protecting against new threats. These features safeguard candidate and reference data, maintaining confidentiality and integrity throughout the hiring process.
Best Reference Check Software Solutions
Here, you can find a comprehensive review and analysis of all the reference check software. We will walk you through the overview, benefits, and key features to help you determine which works best.
| Software | G2 Rating | Pricing | Free Trial |
| VidCruiter | 4.8 | Upon request | ❌ |
| Xref | 4.6 | Starting from $70 per month | ✔️ |
| HiPeople | 4.6 | Starting from $489 per month | ✔️ |
| iCIMS SkillSurvey Reference | 4.6 | Upon request | ✔️ |
| Zinc | 4.7 | Upon request | ✔️ |
| Checkmate | 4.9 | Starting from $17 per check | ✔️ |
| Crosschq | 4.6 | Starting from $399 per month | ✔️ |
| Referoo | 4.8 | Upon request | ✔️ |
| Ref Hub | 4.9 | Starting from $9 per check | ✔️ |
| Vitay | 4.8 | Upon request | ❌ |
1. VidCruiter
VidCruiter’s Reference Check Software helps you streamline hiring by automating reference checks. It guarantees faster turnaround times and higher accuracy. Also, you’ll get access to sophisticated features like anti-fraud tools, customizable questionnaires, and seamless integrations with existing HR systems.
The software provides in-depth insights into candidates while maintaining efficiency and security, making it a valuable asset for modern recruitment teams.
🔑Key Features
Automated reminders to references: It automatically sends reference requests via email, eliminating the need for manual follow-ups.
Data-driven responses: It provides in-depth, accurate, and data-driven responses with automated scoring to support confident hiring decisions.
Anti-fraud tools: It guarantees the authenticity of references using IP tracking and restricted access features.
Customizable questionnaires: You can upload role-specific questionnaires and assign weighted scores for comprehensive evaluations.
Seamless Integrations: Integrates easily with your existing HR software, ensuring a smooth and cohesive hiring process.
🏆Why did VidCruiter make it to our list?
- You can efficiently automate the collection and analysis of detailed talent and recruiting analytics, completing these tasks 95% faster than traditional methods.
- You can select from a huge category of scientifically validated models to gain reliable insights or customize your own questions for a tailored approach.
- You can provide a streamlined and cohesive experience for candidates and the recruiting team by using HiPeople as the central hub for all talent and recruiting analytics, reducing the need for multiple tools by up to 75%.
- You can be sure your data is protected with a privacy-first design, adhering to GDPR standards and SOC 2 Type II certification. It allows for secure global use with customizable data operations across different regions.
2. Xref
Xref provides automated reference, pulse, and exit surveys, making it a top-tier solution. At every stage of the hiring or firing process, Xref collects data-driven feedback and practical insights for competent people management.
Their multilingual technology meets the highest worldwide compliance standards (ISO27001), is supported by local support teams, and is user-friendly.
Its seamless integrations with top HR applications and ATS platforms allow Xref to be accessed on any device.
Across 195 nations, HR and recruiting departments from various sectors rely on Xref to help them collect data and insights to find, hire, and retain talent.
🔑Key features
Survey builder: Quickly create consistent reference surveys using ready-to-use templates, customize questions, and receive recommendations to enhance your surveys.
People records: Maintain comprehensive profiles for all candidates and referees, streamline recruitment by storing previous candidates, and access detailed reports and feedback.
Automated requests: Efficiently send and manage requests from one platform, allowing candidate customization and personalized communication with referees.
Insights: You can benchmark candidates with detailed reports, including skills, competencies, and sentiment analysis, with options to export and customize data.
Additional features: it helps use bulk survey requests, multi-language support, progress updates, sentiment analysis, and compliant templates to optimize hiring processes.
🏆Why did Xref make it to our list?
- Gathers references with customizable surveys that can be sent and completed within 18 hours.
- Monitors multiple data points to alert you to any suspicious activity during the reference check process.
- Provides easy-to-understand graphs and reports that quantify candidate skills and competencies for better comparison.
- Allows you to send reference surveys to up to 100 candidates simultaneously.
- Facilitates global hiring by supporting multiple languages for reference checks.
3. HiPeople
HiPeople is a talent analysis and reference check software that helps businesses hire more effectively and quickly. The platform provides instantaneous follow-up inquiries when it finds contradictory referrals from candidates.
The technology allows users to easily compare reference reviews and identify genuine talent while benchmarking the candidates.
HiPeople even provides in-depth perceptions of candidates’ strengths, areas for improvement, and work styles. To learn something special about their company, recruiters can craft specific inquiries for prospects.
🔑Key features
Fast reference checks: Complete thorough reference checks in under 24 hours, significantly speeding up the hiring process.
AI-powered insights: You can use AI to analyze reference data, providing detailed and actionable insights in easy-to-read reports.
Customizable surveys: You can access over 50 pre-built templates or create custom surveys tailored to specific hiring needs.
Automation: Automate the entire reference check process, including sending invitations, follow-ups, and generating reports.
Compliance and security: Make sure all reference checks meet GDPR and SOC 2 Type II standards, with built-in fraud detection to maintain integrity.
🏆Why did HiPeople make it to our list?
- Its user-friendly interface simplifies the reference checking process.
- The real-time collaboration feature allows hiring teams to work together seamlessly.
- Its integration capabilities ensure smooth functioning with existing HR tools.
- The software’s scalability makes it ideal for small and large organizations, offering flexible solutions that grow with your needs.
4. iCIMS SkillSurvey Reference
SkillSurvey is software that automates reference checks and provides detailed insights into candidates’ past performance. Designed for HR professionals and hiring managers, it streamlines recruitment by quickly gathering and analyzing feedback from multiple references.
The intuitive interface and robust analytics make it easier to identify the best-fit candidates, improving hiring accuracy. SkillSurvey operates on a flexible subscription model, catering to small and large enterprises. It is often praised for its ease of use and depth of insights compared to similar products.
🔑Key features
Automated reference checking: SkillSurvey digitizes and automates the reference checking process, freeing recruiting teams from manual tasks and allowing them to focus on sourcing quality candidates.
Soft skills verification: It offers job-specific surveys that assess a candidate’s soft skills, which are critical for job success.
Predictive hiring insights: Provides confidential and candid feedback to predict a new hire’s success more accurately and reduce first-year turnover.
Diverse talent sourcing: It leverages candidate networks through references and referrals to build a more diverse and high-quality talent pool.
Employee sentiment analysis: The platform automates employee surveys to measure feedback and sentiment, supporting data-driven decisions throughout the employee lifecycle.
🏆Why did SkillSurvey make it to our list?
- SkillSurvey gathers confidential and candid feedback from references, increasing participation rates and ensuring honest responses.
- It offers a comprehensive library of pre-built surveys tailored to various roles, focusing on the most important competencies.
- It helps identify and engage passive candidates from diverse backgrounds through references and referrals, contributing to a more inclusive hiring process.
5. Zinc
Zinc shortens the verification process and provides real-time data on job history with its direct integration with HMRC, making it an ideal reference check software.
Zinc is a perfect program for UK-based employers since it seamlessly integrates with HMRC. This integration aims to decrease fake references by making it simple to verify tax information and employment histories.
It provides a centralized reference system that makes reference data administration easier by gathering and storing all user feedback on a single, easily accessible platform.
🔑 Key features
Automated checks: You can quickly gather employment verification and unique insights from referees, speeding up the hiring process.
ATS integrations: It helps you request and manage checks seamlessly within your existing ATS, saving time and enhancing efficiency.
Global coverage: You can conduct reference checks globally, regardless of where your candidates are located, handling all complexities with ease.
Tailored packages: You can customize checking packages to meet specific regional regulations or maintain consistency across global operations.
User experience: The platform helps offer candidates a branded, device-friendly experience, with options like light or dark mode to match your company’s style.
🏆Why did Zinc make it to our list?
- Its 24/7 support makes sure recruiters always have help when needed.
- The platform’s strong emphasis on security and a simple user interface ensures a safe and seamless hiring process.
- Zinc’s custom branding options level up the candidate experience, making it a comprehensive and adaptable solution for modern recruitment needs.
6. Checkmate
Checkmate’s interactive questioning tool allows you to review references thoroughly during a background screening.
Users can design extremely flexible and customizable surveys suited to particular job positions and requirements with its questionnaire tool. Its powerful analytics and reporting tools provide real-time modifications to meet the demands of the hiring process.
The software provides insights into the data, allowing recruiters to spot patterns and make well-informed hiring decisions. It also provides regulation compliance and status updates.
🔑 Key features
Interactive questionnaires: You can create dynamic questionnaires that adapt based on responses, offering a more conversational and thorough reference check process.
Unlimited templates: You can build as many custom templates as needed, tailored to specific job roles, ensuring relevant and effective reference checks.
Comprehensive reporting: It helps you monitor and handle recruitment from a single dashboard, with real-time updates, analytics, and compliance tracking.
Seamless integration: It integrates smoothly with popular ATS and HRIS platforms, enhancing workflow efficiency.
Global compliance and security: It is fully ISO27001 certified and GDPR compliant, ensuring the highest data security and privacy standards.
🏆Why did Checkmate make it to our list?
- The platform’s mobile optimization makes sure that candidates and referees can participate from any device, improving accessibility.
- Checkmate’s fraud detection system adds an extra layer of security, so you don’t worry about the integrity of the reference checks.
- It attracts passive applicants to your career site or presents what you offer to a prospective client.
- It gives you expiry alerts to keep tabs on overdue tasks and candidate profiles.
7. Crosschq
Crosschq is a reference check software that helps validate candidates’ abilities, competencies, past employment, and cultural fit using 360-degree reference checks with zero extra hiring bias.
Crosschq ensures a comprehensive assessment of candidates by gathering feedback from various references, including peers, supervisors, and subordinates. This strategy considers all aspects of a candidate’s aspects, including their work habits, abilities, and cultural fit.
The program can use analytics and machine learning to examine reference feedback, automate follow-ups, and detect important patterns that manual reference checks could overlook.
🔑 Key features
Role-specific insights: Access over 135 role-specific survey templates and customize questions to gather targeted feedback for each position.
Onboarding personalization: Use feedback to tailor onboarding plans, focusing on the areas that will most benefit the new hire.
Fraud detection: Receive alerts for dishonest candidates, helping you filter out unqualified applicants and focus on the best talent.
Secure sharing: Share reports securely with one-click access, allowing easy collaboration and tracking.
Exclusive talent network: Tap into a vast network of external candidates who are open to new opportunities, expanding your hiring pool.
🏆Why did Crosschq make it to our list?
- Crosschq significantly improves the quality of hire by honing in on relevant soft skills and competencies, leading to better hiring decisions.
- It reduces churn rates and helps companies retain new hires longer, with clients seeing over a 20% decrease in first-year turnover.
- It enhances recruiter efficiency by providing deeper candidate insights early in the hiring process, allowing recruiters to identify top talent quickly.
- Crosschq’s unconscious bias reduction through Digital 360 checks guarantees a more impartial and consistent assessment of candidates.
8. Referoo
Referoo is an online reference platform that offers quick, easy, and secure reference checks for companies of all sizes. You can personalize the checks and choose from several options to complete them.
Referoo facilitates the ease of both recruiters and recruitees by offering a variety of reference collection alternatives, such as phone, email, and SMS. Referoo enables the development of highly configurable questionnaires that highlight the most pertinent competencies and skills.
It also offers real-time status tracking, robust data security measures, and reporting capabilities, guaranteeing that all information is handled legally and in a private manner.
🔑 Key features
Quick setup: It helps initiate a reference check, which takes just 30 seconds. The dashboard provides real-time progress tracking.
Customizable and flexible: You can tailor the solution to your needs, with the ability to automate any part of the process for added convenience.
Secure and reliable: It features SSL-secured servers and advanced fraud detection, including IP matching technology, to ensure reference legitimacy.
ID verification: It integrates biometric identity verification using passport data from over 140 countries, enhancing the hiring process’s security.
Right-to-Work checks: This service provides remote Right-to-Work checks compliant with UK legislation and integrated seamlessly with reference and background checks.
🏆Why did Referoo make it to our list?
- Referoo uses client feedback to update and tweak its performance consistently.
- It offers a 21-day free trial.
- The platform delivers reference checks through multiple channels, such as SMS, email, and phone.
9. Ref Hub
Ref Hub streamlines your reference-checking process and saves time and money. Its user-friendly platform allows you to gather insightful information on possible hires swiftly.
You’ll have all the tools you need to make educated hiring decisions with features like automated reference checking, fully customizable surveys, limitless user accounts, lead generation resources, SMS, Right to Work Checks & Police Checks, fraud identification, mobile accessibility for both candidates and referees, analytics & reporting, and collaboration.
🔑 Key features
Lightning-fast checks: This allows you to initiate reference checks in under 30 seconds and receive results within 24 hours, ensuring a swift hiring process.
Custom branding: You can personalize your reference checks with your company’s branding, enhancing the experience for referees and candidates.
Unlimited custom questionnaires: Using Ref Hub’s intuitive template builder, you can create tailored questionnaires for each role, allowing for deeper candidate evaluations.
Advanced fraud detection: Quickly identify and address fraudulent activities, ensuring the integrity of your reference checks.
Lead generation: With built-in lead generation tools, it helps you transform referee interactions into potential sales opportunities.
🏆Why did Ref Hub make it to our list?
- Its seamless onboarding process allows users to get started in under 10 minutes with easy setup and guided support.
- Its flexible reference types enable tailored requests from various sources, ensuring comprehensive candidate evaluations.
- The platform’s downloadable reports optimized for mobile viewing provide convenient access to crucial information on the go.
- The history and status tracking feature ensures efficient candidate management, helping teams stay organized and collaborative throughout the hiring process.
10. Vitay
Vitay is software for automatic reference checks, which helps with hiring processes quickly. It streamlines referee feedback collection, saving HR teams time and effort.
From distributing requests to gathering and evaluating feedback, Vitay automates the whole reference-checking process, delivering an organized and effective approach.
The program provides competent analytics and reporting features for comprehensive hiring insights and configurable surveys that let businesses customize reference check inquiries to fit certain jobs and requirements.
Because of its fast, automated, and precise reference checks, Vitay is best suited for businesses that require swift hiring procedures.
🔑 Key features
Automated reference checks: Vitay’s platform enables you to request references quickly and easily, automating the entire process for efficient data collection.
Multiple reference requests: You can collect multiple references simultaneously, which allows for faster feedback and a more comprehensive evaluation of candidates.
Candidate analytics and reports: You can view detailed analytics and export full reference reports to PDF, which provides valuable insights into candidate performance.
Secure feedback storage: The platform ensures that all feedback is securely stored, maintaining confidentiality throughout the hiring process.
Fast reference requests: You can request references in just 60 seconds by entering basic candidate information, streamlining the reference-checking process.
🏆Why did Vitay make it to our list?
- It offers AI-powered insights for deeper candidate analysis
- The platform has compliance management features for various regulations
- It’s fraud detection capabilities help identify potential false references
- It gives you access to multi-language support for global hiring needs
Conclusion
We’ve discussed how the top reference check software makes hiring a systematic procedure with less room for errors. These tools slash admin time, standardize processes, and uncover insights traditional methods miss.
From Xref’s fraud detection to Crosschq’s AI-driven analytics, each platform brings something unique to the table. So, if you’ve not incorporated this tool yet into your HR operations, it’s time you did. Because, in the end, your company is only as strong as the people you hire.
FAQs
How to do a reference check?
To conduct a reference check, inform the candidate that you will contact their references. This sets the stage for transparency. Next, reach out to the references provided by the candidate, either via phone or email. During the conversation, verify basic details such as employment dates, job titles, and responsibilities. Ask open-ended questions that give insight into the candidate’s work ethic, strengths, and areas for improvement. Conclude by asking if the reference would rehire the candidate and why. Consistency and adherence to legal guidelines are crucial throughout the process.
Why do a reference check?
Reference checks are important for verifying the accuracy of a candidate’s claims and assessing their fit within your organization. They provide firsthand insights into the candidate’s past performance, work habits, and interpersonal skills. Additionally, reference checks help mitigate the risks of hiring someone who may not meet the job’s requirements, potentially saving your company from costly hiring mistakes.
How do I check if a reference is correct?
To verify the authenticity of a reference:
- Use the company’s official contact information, not what the candidate provided
- Cross-reference details with publicly available information
- Check professional networking sites like LinkedIn
- Use reference check software with built-in verification features
- Ask specific, detailed questions about the candidate’s role and responsibilities
- Be alert for vague or evasive answers
- Trust your instincts – if something feels off, investigate further
Can I check references via email?
Yes, you can check references via email by sending tailored questions to previous employers. It provides a documented record, but reference check software is generally more efficient. Tools like Xref, HiPeople, and Crosschq automate the process, offer real-time tracking, and provide more comprehensive insights, making them a superior choice for accurate and streamlined reference checks.
