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AI agent for recruitment coordinators

Background and Reference Check Tracker Agent

Complete all checks before the start date.

People and hiringMonitoringOperationsHuman resources
See how it worksGet access
Background and Reference Check Tracker Agent: what goes in, what the agent does and what you get

What it does

Background and reference checks stall quietly, and the start date slips. This agent requests candidate consent, starts the checks, chases references and tracks every result. It flags delays against the expected finish date. If a reference does not respond, it tries another contact and updates the expected completion date. The coordinator decides on any adverse finding and approves messages to the candidate. It keeps one status line per candidate, so the coordinator can see in seconds which checks are open and which are late. Reminders to references are polite and short, and each one names the candidate and the deadline. Edge case: a check that returns a discrepancy is sent to the coordinator with the evidence and is not shared elsewhere.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Offer accepted 2 USES A TOOL Send the consent request 3 USES A TOOL Start the background check 4 USES A TOOL Contact references 5 DOES Track each result against the start date 6 CHECKS THE RESULT Has each reference responded within 3 days? If not: Try another contact and update the expecteddate. Back to step 3. 7 CHECKS THE RESULT Are all checks complete before the start date? If not: Tell the coordinator the new expected date. Backto step 5. 8 DOES Collect the results 9 YOU APPROVE Coordinator reviews findings and approves messagesto the candidate 10 RESULT Check file complete
Read the steps as a list
  1. Offer accepted
  2. Send the consent request
  3. Start the background check
  4. Contact references
  5. Track each result against the start date
  6. Has each reference responded within 3 days?If not: Try another contact and update the expected date. Back to step 3.
  7. Are all checks complete before the start date?If not: Tell the coordinator the new expected date. Back to step 5.
  8. Collect the results
  9. Coordinator reviews findings and approves messages to the candidateThe agent waits here for your OK.
  10. Check file complete

How it decides

It tracks each check to the start date and moves to a backup contact when a reference does not respond.

  • Never start a check without consent
  • Contact a backup reference after 3 days
  • Update the expected date when delayed
  • Share findings only with the coordinator

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Wait before trying another contact (default 3 days)
  • Checks required by role
  • Buffer before start date
  • Who sees results

What keeps you in control

It always asks you first

  • Coordinator approves any decision and candidate message

Hard limits

  • Never act on a finding itself
  • Never contact references without consent

It stops when

  • Done: all checks complete and filed
  • Stop: an adverse finding is passed to the coordinator

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA candidate starts June 10. The first reference does not answer in 3 days, so the agent contacts the backup the candidate listed. The check provider says 8 days, which falls on June 9. That is close, so the agent tells the coordinator, who approves a one day buffer note. Everything finishes June 8.

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