RefNow integration for automated reference checks, fraud detection, and ID verification

RefNow is an automated reference-checking platform that removes manual chasing and consolidates referee responses into verifiable reports. When connected to Greenhouse, RefNow triggers reference workflows directly from candidate records, stores reference reports centrally, and surfaces completion status without leaving the ATS. This article explains how the RefNow–Greenhouse integration works, who benefits most, typical implementation steps, measurable outcomes, and practical best practices so hiring teams can evaluate whether to add it to their recruitment tech stack.

How the integration works: Greenhouse sends a candidate trigger (for example, when a candidate reaches ‘Offer’ or a custom stage), and RefNow’s API automatically creates a reference request using data pulled from the candidate profile. Referees receive secure forms; answers are processed, fraud checks and ID verification run where configured, and the final report is returned to the candidate record in Greenhouse with time stamps and audit metadata. Technically this relies on API keys, webhook configuration for status updates, and mapped question profiles so the right question set goes to referees for different roles or jurisdictions. Admins can tune which Greenhouse stages trigger RefNow requests and what information is written back into Greenhouse fields.

Core RefNow features exposed in the Greenhouse integration

• Automated reference checks Trigger and send reference requests automatically from Greenhouse stages; no manual emailing or tracking required.
• Real-time tracking Status updates stream back to Greenhouse so recruiters see whether a reference is pending, completed, or flagged.
• Fraud detection and ID checks Built-in verification reduces the risk of fabricated references and provides additional confidence in referee identity.
• Customisable question profiles Create role- or region-specific questionnaires; map profiles to Greenhouse departments or job types.
• Inbound manager for existing employees Centralise incoming reference requests for current or former staff by uploading employee data to RefNow.
• Analytics and audit trail Access completion rates, turnaround time, and detailed reports to support hiring decisions and compliance.
• Multi-language support Questionnaires and communications are available in multiple languages to support global hiring.

Quick process comparison: Manual referencing vs RefNow vs RefNow + Greenhouse

Who benefits most: HR teams with high hiring volumes, in-house recruiters managing many concurrent offers, regulated sectors that require documented checks (schools, charities, healthcare), and global organisations that need multi-language reference workflows. Recruitment agencies and RPO providers also gain by outsourcing the chase and centralising evidence for multiple clients. Smaller companies can benefit too, especially if they want to reduce recruiting admin or ensure consistent, auditable reference data without hiring additional HR operations staff.

Implementation checklist for Greenhouse + RefNow

• Define triggering stages Decide which Greenhouse stage(s) should start a RefNow request (e.g., Offer Accepted, Offer Pending).
• Map candidate fields Ensure candidate contact and referee fields in Greenhouse map correctly to RefNow request fields.
• Select question profiles Create and test role- or region-specific questionnaire templates in RefNow.
• Set up API & webhooks Generate RefNow API keys, configure webhooks in Greenhouse for status updates, and test in a sandbox environment.
• Pilot with a controlled cohort Run a small pilot for one team or role to validate workflows, language templates, and data write-back behavior.
• Train recruiters and hiring managers Document new steps, assign ownership, and show how to read RefNow reports within Greenhouse.
• Monitor and iterate Track KPIs in the first 30–90 days and adjust question sets, triggers, or communications where needed.

Best practices to maximize value: customise question sets to role seniority and regulatory needs rather than using one-size-fits-all forms; set SLA expectations for referee responses and automate reminders; include transparent consent language for referees and candidates to meet privacy requirements; and route flagged responses for manual review to maintain quality control. Also maintain a retention policy for stored reports that matches your local data protection obligations and ensure hiring panels know how to interpret report fields and fraud indicators to make consistent decisions.

Key metrics to monitor after integration

• Turnaround time Average hours/days from request to completed reference — primary indicator of time savings.
• Completion rate Percent of requests completed without manual intervention; low rates indicate data or communication issues.
• Recruiter time saved Hours per week reallocated from chasing to higher-value recruiting activities.
• Hires influenced Number or percentage of hires whose decision incorporated RefNow report findings.
• Flagged/fraud instances Count of suspicious responses or failed ID checks to monitor risk exposure.

Common pitfalls and practical mitigations

FAQs about RefNow integration with Greenhouse

Estimating ROI: a simple example — if a recruiter spends 3 hours per week chasing references and RefNow reduces that to 15 minutes, that’s ~2.25 hours saved weekly per recruiter. For a team of five recruiters, that equals ~11.25 hours/week freed for sourcing or interviewing. Multiply recruiter fully-burdened hourly cost to quantify savings and add benefits from faster offer cycles (shorter time-to-hire) and better-informed hiring decisions that reduce early attrition.

How RefNow + Greenhouse fits in your hiring stack (and where ZYTHR complements it)

• Top-of-funnel screening Use ZYTHR’s AI resume screening to shortlist candidates quickly and consistently before they reach stages that trigger RefNow checks.
• Reference automation RefNow automates the evidence-gathering for shortlisted candidates and writes results back into Greenhouse for reviewers.
• Background checks & onboarding Coordinate results from RefNow with background screeners and onboarding platforms to achieve a seamless post-offer process.
• Analytics and continuous improvement Combine RefNow analytics (reference completion and flags) with ZYTHR screening metrics (resume-to-interview conversion, quality signals) to measure source-to-hire effectiveness.