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Requesting and Submitting Worker References

References are central to safe recruitment in the care sector — but collecting and validating them is fiddly. You're chasing referees, capturing the right compliance details, and trying to keep track of what's been approved and what's still outstanding.

The reference module now gives you two clear routes: request a reference digitally by emailing the referee a structured compliance form, or upload a reference you've already verified offline. Both feed a clear status trail, so you always know where every reference stands.

Note: We've updated some labels for clarity. "Reference Verification" is now Reference Submission, "Send for External Verification" is now Request External Reference, and the dispatch modal is Send Reference Request.

 

Two Ways to Add a Reference

  • Request External Reference (digital): Email the referee a link to a structured compliance questionnaire that they complete themselves.
  • Upload Verified Reference (manual): Record a reference you've already verified offline — for example, over the phone — and attach proof.

 

Requesting an External Reference

  1. In the worker's Reference Submission section, select the Reference Type — Professional, Academic, or Character — and the Workplace.
  2. Select Add Reference. The system creates a record with a Pending status.
  3. Select the Send icon on the reference row to open the Send Reference Request modal.
  4. Enter the referee's details. The modal adapts to the reference type:
    • Professional — referee's name and work email.
    • Academic — referee's name and email, plus the institution and course/qualification.
    • Character — referee's name and email (where available); the candidate's date of birth is included automatically.
  5. Tick the mandatory consent checkbox to confirm you have the worker's consent to contact the referee.
  6. Select Send request via email. The status moves to Requested to Verify.
  7. If the referee hasn't responded, use Send Reminder on the reference row to re-trigger the email.

 

Who Fills In What

To keep compliance data accurate, responsibilities are split. You provide the referee's name and contact details (plus the institution and course for Academic, or the worker's date of birth for Character). The referee completes the rest on the external form — their role and relationship to the worker, the dates and details they're confirming, the performance and conduct sections, the safeguarding and suitability checks, and a signed declaration.

 

Uploading a Verified Reference

When you've verified a reference offline, record it directly:

  1. In the Reference Submission section, choose to upload a verified reference.
  2. Complete the reference fields and attach the mandatory proof document (PDF, image, or document).
  3. Submit the reference.
    • For an Off-Panel worker, the reference is set to Approved straight away — no further agency review is needed.
    • For a CareHires Verified worker, the reference moves to Pending Agency Approval for an Org Admin to review.

 

Reviewing and Approving Digital Responses

When a referee submits their form, the status becomes Response Received and you're notified by email. Open the reference to review the referee's answers, then Approve it:

  • For an Off-Panel worker, approving sets the reference to Approved.
  • For a CareHires Verified worker, approving moves the reference to CH Verification Pending while CareHires completes a final check. The reference then returns as Approved, or as Rejected with a reason you can see next to the status.

Note: If you submit an existing Off-Panel worker's profile to become CareHires Verified, any references already marked Approved automatically move to CH Verification Pending for that final check. Nothing is lost — they simply re-enter the verification step.

 

When a Referee Declines

A referee can decline using "I cannot provide this reference" on the external form. They're asked for a short reason (up to 80 characters), and the reference status becomes Declined by Referee. You'll receive an email showing the reason so you can request an alternative referee.

 

Email Notifications You'll Receive

Because you don't have a global task queue, the system emails you when a referee acts:

  • Reference submitted — when the referee completes the form, with a link to review it.
  • Reference declined — when the referee opts out, showing the reason they gave.

 

Reference Statuses at a Glance

  • Pending — draft created; email not yet sent.
  • Requested to Verify — request emailed to the referee.
  • Response Received — referee has submitted the form.
  • Pending Agency Approval — manual upload for a CareHires Verified worker, awaiting Org Admin review.
  • CH Verification Pending — approved by you; awaiting the final CareHires check.
  • Declined by Referee — referee opted out, with a reason.
  • Approved — final approved state.
  • Rejected — rejected at review, with a reason shown next to the status.

 

Tips for Agency Users

  • Pick the right type up front. The form the referee receives is tailored to Professional, Academic, or Character — choosing correctly means they're asked the right compliance questions.
  • Use Send Reminder rather than re-creating. A reminder keeps the same request and status trail intact.
  • Read decline reasons promptly. They tell you whether to approach an alternative referee straight away.