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AI agent for recruiters

Reference Check Coordination Agent

Complete, comparable reference answers from the required number of references

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

What it does

Reference checks take days of scheduling, and the answers are hard to compare between candidates. This agent sends scheduling requests to the references the candidate listed and chases anyone who does not reply. It collects answers on a standard question set, either from a call summary or a written form. It then checks that every required question has an answer and asks the reference for a follow-up when one is missing or too vague. When all are in, it writes a side by side summary. You approve every outgoing message and the final summary. Edge case: a reference replies that the company only confirms dates, so the agent records that as a limited reference and suggests asking for another.

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
ApprovedYes, continueYes, continueApprovedNoNo 1 STARTS WHEN Candidate consents to reference checks 2 USES A TOOL Send scheduling requests to each reference 3 YOU APPROVE Recruiter approves the outgoing messages 4 CHECKS THE RESULT Has each reference replied within two days? If not: send one chase message, then mark the referenceas not responding after a second. Back to step 2. 5 USES A TOOL Collect answers on the standard question set 6 CHECKS THE RESULT Is every required question answered with a concreteexample? If not: ask the reference a short follow-up for themissing or vague answer. Back to step 5. 7 DOES Flag concerns and compare answers across references 8 DOES Draft a summary with answers side by side 9 YOU APPROVE Recruiter approves the summary 10 RESULT Reference summary added to the candidate file
Read the steps as a list
  1. Candidate consents to reference checks
  2. Send scheduling requests to each reference
  3. Recruiter approves the outgoing messagesThe agent waits here for your OK.
  4. Has each reference replied within two days?If not: send one chase message, then mark the reference as not responding after a second. Back to step 2.
  5. Collect answers on the standard question set
  6. Is every required question answered with a concrete example?If not: ask the reference a short follow-up for the missing or vague answer. Back to step 5.
  7. Flag concerns and compare answers across references
  8. Draft a summary with answers side by side
  9. Recruiter approves the summaryThe agent waits here for your OK.
  10. Reference summary added to the candidate file

How it decides

An answer is complete when it addresses every required question with a concrete example. Silence after two chases is logged as no response.

  • Chase a reference twice, then stop and report
  • Treat a limited reference (dates only) as incomplete and ask for another
  • Flag any answer that contradicts the interview record
  • Require the minimum number of references before the summary

Make it yours

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

  • Required number of references (default: 3)
  • Question set
  • Chase timing (default: every 2 days)
  • Format for collection (call notes or form)

What keeps you in control

It always asks you first

  • Recruiter approves outgoing messages and the final summary

Hard limits

  • Never contacts anyone without the candidate's consent
  • Never shares one reference's answers with another

It stops when

  • Done: the required references are complete and the summary is approved
  • Stop: the candidate withdraws consent

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 happensFor a project manager finalist, the agent contacted three references. Two replied in a day, and one stayed silent after a chase. A reference's answer on handling conflict was only 'good', so the agent asked for an example and got a missed deadline story. A new reference was requested. The recruiter approved the summary with three complete answers.

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