Refapp Reference Checks Integration with Greenhouse — Automate Validated, Role‑Specific Reference Checks

Refapp’s integration with Greenhouse connects an evidence-based reference checking workflow directly to your ATS, so recruiters can initiate, track and review reference checks without leaving Greenhouse. The combined workflow uses pre-built, science-based questionnaires, automated reminders, phone booking, fraud detection and professional reporting to deliver consistent, documented reference insights. This article explains how the integration works, which teams and hiring scenarios gain the most value, practical implementation steps, measurable benefits and operational best practices to get accurate, timely reference data into your hiring decisions.

How the Refapp + Greenhouse integration works — step-by-step

• Trigger from Greenhouse Start a reference check from a candidate’s Greenhouse profile using a mapped action or job stage. Refapp imports candidate details automatically.
• Candidate supplies referees Refapp sends the candidate a branded link to submit referee contact details, eliminating manual email exchanges.
• Automated outreach Questionnaires and reminders are sent to referees on schedule; referees can respond via web or book a phone slot.
• Fraud and validation checks Built-in fraud detection flags questionable responses or discrepancies for manual review.
• Professional report back to Greenhouse Completed reference reports are attached to the candidate record in Greenhouse as a standardized, shareable document.

Core Refapp features and the immediate benefit to hiring teams

Who should consider the Refapp + Greenhouse integration

• High-volume recruiting teams Teams running many concurrent hires benefit from automation and standardized reports that scale.
• Global or multi-language operations Pre-built questionnaires in 20+ languages reduce translation and localization work.
• Regulated industries and compliance-minded employers Documented workflows and audit-ready reports support regulatory and internal audit needs.
• Enterprise and mid-market companies Companies with distributed hiring and multiple stakeholders get consistent data and secure sharing.
• Agencies and client-facing recruiters Professional branded reporting improves client deliverables and candidate experience.

Key benefits you can measure

• Reduced reference cycle time Automated outreach and reminders shorten reference completion time vs manual email chasing.
• More consistent decision inputs Using the same validated question sets creates apples-to-apples comparisons between candidates.
• Higher referee response rates Branded communications, flexible response methods and calendar booking increase engagement.
• Stronger audit trail Stored reports, timestamps and fraud flags provide traceability for hiring decisions.
• Operational efficiency Recruiters spend less time on admin and more time qualifying applicants and advising hiring managers.

Implementation steps and realistic timeline

• Map an owner and access Assign an integration owner and confirm Greenhouse admin access and Refapp admin roles (Day 0–3).
• Choose and customize templates Select science-based templates relevant to core roles and customize branding and language (Day 3–7).
• Configure Greenhouse field mapping Map candidate and job fields between systems, and set triggers for starting reference checks (Day 7–10).
• Pilot and validate Run a small pilot, collect feedback on referee experience and adjust reminders or templates (Week 2).
• Rollout and train stakeholders Train recruiters and hiring managers on the new workflow and how to interpret reports (Week 3–4).

Best-practice questionnaire design focuses on behaviorally anchored, role-relevant questions rather than generic impressions. Use a mix of scaled items for comparability (e.g., 1–5 leadership competency ratings) and short open fields for examples that justify scores. Limit questionnaire length to what referees will complete in 8–12 minutes and include an option to book a short phone call when more context is needed. Periodically review templates against hiring outcomes to calibrate which items correlate with success.

Candidate and referee workflow — expected actions and timings

Security and privacy are central: the integration should support data minimization, explicit referee consent and secure storage with role-based access. Verify vendor data processing agreements, regional hosting options if required, and retention policies to align with your privacy requirements. Also confirm audit logging for who accessed or downloaded reference reports and check that any fraud-detection flags are surfaced with supporting evidence for reliable adjudication.

Common pitfalls and how to avoid them

• Overly long questionnaires Pitfall: Low completion rates. Fix: Limit to essential items and offer call option for nuance.
• No template governance Pitfall: Multiple inconsistent templates. Fix: Centralize templates and set owner for periodic review.
• Not piloting with real referees Pitfall: Unforeseen friction in the candidate/referee flow. Fix: Run a pilot and iterate before full rollout.
• Ignoring localization Pitfall: Language and cultural mismatches reduce response quality. Fix: Use Refapp’s multi-language templates and localized phrasing.

Integration technical prerequisites

• Greenhouse admin privileges Required to install the Refapp integration and map job/candidate fields.
• Refapp admin account and templates Create or import the question templates and branding assets in Refapp before connecting.
• API and webhooks Enable API access and configure webhook endpoints for status updates between systems.
• Stakeholder access control Define who in Greenhouse can trigger checks and who can view reports to maintain governance.

KPIs and post-deployment checks — common questions