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Manage Reference Checks and Parental Consent Submissions

Track reference statuses, review completed responses, and approve or reject candidates.

šŸ“Œ Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.

Clear reference management ensures your candidate pipeline moves smoothly while keeping compliance standards intact. Track the status of pending requests, review completed responses, and record approval or rejection decisions directly within the platform.

šŸ’”Tip: Administrators must ensure the necessary communications and automations are set up to send the initial complete check request, notify admins upon completion, and deliver follow-up reminders to both referees and candidates. See the following articles for more information on next steps:

IN THIS ARTICLE:

Submission Statuses

A reference check or parental consent check progresses through the following statuses as steps are completed by referees and administrators:

  • Pending: The reference request has been sent to the referee, and the system is awaiting their response.

  • Received: The referee has submitted their completed reference form, which is now ready for administrative review.

  • Ready: The required threshold of acceptable references has been approved by an administrator.

  • Failed: A submitted reference did not meet requirements and was marked as failed during review.

View Submitted Information

Administrators can review submitted reference check or parental consent information using three distinct access points within the platform: through User Checks for central management, directly in an individual's User Profile, or via the User Portal for self-service options.

šŸ’”Tip: Volunteers can update their responses as long as the user status remains Pending. Once the status changes to Approved or Denied, or once a referee submits their verification, the check is locked against further edits. While administrators cannot edit checks directly, they can impersonate the user to make updates on their behalf before completion.

Via User Checks

  1. Click Users > User Checks.

Via the User Profile

  1. Click Users > Users.

  2. Click the More Actions menu on the user you wish to view.

  3. Click View Profile. The Update User screen appears:

  4. Click the User Checks section in the left-hand menu.

  5. Click the View icon.

    The Background Check window appears:

  6. Click the Close button.

Update a Reference Check or Parent Consent Check's Status

Once a reference check is requested and a referee record is created, administrators can track or manually update the referee.

  1. Click Users > User Checks.

  2. Click the Quick Update Background Check icon.

    The referee appears:

  3. Scroll down to the Status dropdown menu.

  4. Click the Status dropdown menu to select one of the following statuses:

    • Pending: The referee record is created and contact details are logged, awaiting a response.

    • Call: The reference requires phone outreach instead of a digital form.

    • Completed: The referee submitted their form, or an admin manually completed the record.

    • Approved: The referee's completed feedback met requirements and was accepted.

    • Unavailable: The referee failed to respond or the request link expired.

    • Failed: The submitted feedback did not meet standards and was marked as unsuccessful.

  5. Click the Save button.

šŸ’”Tip: Once a reference check is marked as Approved the field is locked and cannot be edited.

šŸ’”Tip: You can use the Approved and Failed statuses to trigger automated workflows. All other statuses serve as internal tracking indicators only.

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