AI Reference Checks in Zipline allow you to collect information from a candidate’s references to support their application. References are asked to complete a short form via a secure link, helping both the candidate and admin verify work history and suitability.
🔗 How Reference Checks Work
When a Reference Check is included in an application, candidates are asked to provide details of their referees. Once references are added, invites can either be sent manually by an admin or automatically by the system, depending on your configuration.
Manual invite – Candidate or admin adds the required number of references. The admin must manually trigger the invitation to be sent.
Automatic invite – Candidate or admin adds the required number of references. The system automatically sends an invitation to each referee as soon as the candidate or admin saves their details.
✅ Reference Requirements
You can configure:
Required references – The minimum number of references that must be provided.
Optional references – Additional references that can be added but are not mandatory.
Example: 2 required and 1 optional reference.
Admins may also:
Send a change request if additional references are needed to strengthen the background check.
Cancel references (e.g., if details are incorrect or unsuitable). When references are cancelled, the candidate or admin can add the equivalent number of new references.
📋 Reference Fields
Reference Checks can collect the following information:
Full name (required by default)
Mobile phone (required by default, unless marked as not available)
Email (configurable as Required or Optional)
Organisation (optional)
Relationship (optional) - note, the options available can be restricted.
Position (optional)
Position duration (optional)
💡 If a reference does not have a mobile number (e.g., based overseas), the candidate can select “No number available” in the worker app and instead provide only an email address.
📧 Email Settings
Email addresses can be configured as:
Required – Candidate must provide an email address for every reference.
Optional – Candidate can choose whether to provide an email or not.
🔄 Statuses of a Reference Check
Pending – The Reference Check is waiting for the candidate to add the required number of references.
In Progress – The required number of references has been added.
Reviewing – The required number of references have completed their checks.
Outcome (Approved, Exempted, or Rejected) – Once the Reference Check is finalised, any incomplete references are automatically cancelled.
Reference Communications
🚀 Invitation Sending
We use intelligent scheduling to prevent late-night SMS spam! The system respects AEST business hours (7am-9pm) and implements smart delays. Invitations sent outside business hours are automatically queued until the next morning (7-8:30am).
⏰ Reminders
We automatically send reminder emails to referees to help you get timely responses without manual follow-ups.
When reminders send
Days: Monday to Saturday (no reminders on Sundays)
Time window: 10:00am–2:00pm AEST
No same-day reminders: We won’t send a reminder on the same day the invitation is issued
Who receives them
Only referees who are still active and haven’t completed the reference
Only when the overall reference check is Pending or In Progress
Your organisation must have email notifications enabled
When they stop
As soon as the referee submits the form or declines to participate
Notes
Timing and schedule aren’t configurable
Org-wide disable is available: we can turn reminders off for your organisation if needed—contact [email protected]
Reminders are not currently shown in the Activity log.
Reminders To Candidates
Candidates will continue to receive reminders when their required references are outstanding. This is so they may follow up with or change their references should there be delays in completing the reference check.
🔒 Fraud Detection with IP Tracking
Reference Checks have built-in capability to help detect potential fraudulent activity by monitoring IP addresses used to complete reference forms.
If multiple references are completed from the same IP address as the candidate, the system may flag it as suspicious.
This helps prevent candidates from completing their own references or asking someone else to impersonate references.
IP tracking gives admins an additional layer of confidence that references are genuine, strengthening the integrity of the hiring and compliance process.
⚠️ While not foolproof (e.g., shared networks, VPNs), IP tracking is a valuable safeguard against fraudulent reference submissions.
⚙️ Template Management
Any changes to Reference Check questions or templates must be facilitated by contacting Support.
Updates to a Reference Check template will only apply to new applications created after the change.
Existing applications will continue to use the template that was active at the time they were created.
🔎 Example System Behaviour
Candidate adds 2 required references and 1 optional reference.
If Automatic invite is enabled, each reference immediately receives an email invitation once their details are entered.
If Manual invite is enabled, the admin reviews the references and manually sends invitations at the appropriate time.
Admin decides to cancel one (or more) reference (incorrect details or taking to long to respond). Candidate or admin can add a replacement reference.
Once 2 references complete their forms, the check automatically moves to Reviewing.
When the admin finalises the check (e.g., Approved), all incomplete references are automatically cancelled.
⚠️ Current Limitations
Re-hire scenarios – The system may still pick up old references and templates from a candidate’s previous application.
Newly completed references may remain stuck in Invited status.
The summary may also remain stuck, showing the old reference check result.
This is a known limitation. To work around it, we recommend that admins either:
Contact Support for assistance in resolving the issue, or
Create a new flow that includes only the intended Reference Check Template, then send this as a separate application to the candidate.
This ensures that only the correct template and newly provided references are used, avoiding issues with old references being carried over.
By configuring Reference Checks correctly and leveraging fraud detection, you ensure smooth collection of reference feedback, improved compliance, and higher confidence in the authenticity of candidate references.