## Before the Candidate Reaches the Stage

Use a `reference_check` stage with reference collection enabled. Set the completed-response threshold from one to five and decide whether at least one nominee must be a manager. The default is two completed responses with a manager required.

The stage description should tell the candidate why you need references and when the team expects to use them. The candidate will also see the exact questions before consenting.

See [Process Template Configuration](/docs/process-template-configuration#reference_check) for the stage keys.

## Candidate Nomination and Consent

When the candidate enters the stage, their portal shows **Provide References**. They enter each referee's name and email, working relationship, seniority tier, time worked together, and optional role and company.

Before submission, Kit requires the candidate to confirm that each person agreed to be contacted and to consent to the displayed question set being asked. Kit records the consent text, time, request context, and question-set version. Referee contact details are encrypted; the temporary nomination copy is removed after individual requests are created.

The candidate must nominate at least the response threshold, no more than six people, and—when configured—at least one manager. Duplicate or previously active asks to the same referee are refused.

## Send the Requests

Open the candidate's application and choose **Send reference requests**. Kit sends each candidate-nominated referee their own scoped link and records delivery state. Depending on the stage configuration and verified sender setup, it uses the account's reference sender or the platform address; candidate nominations do not create a copy-and-send manual request.

Review recipients before sending. A referee link is a bearer link for one request; do not paste it into a shared candidate note or forward it to another referee.

## What the Referee Sees

The request names the candidate, company, and role. The referee can inspect what the candidate consented to, answer a short rehire and comparison prompt, provide written answers, or decline without giving a reason. Kit never asks the referee for a password, file, or payment details.

Links expire 21 days after the request is created. A daily sweep can send up to two reminders, at least five days apart. Completed, declined, bounced, or expired requests are not automatically reminded.

An email quick-answer is provisional until the referee confirms the full response. If automated link scanning or conflicting taps make the choice ambiguous, Kit clears it and asks the referee to answer in the form.

## Review the Result

The application reference panel shows relationship and time worked together, rehire answer, response channel, and pending, provisional, declined, bounced, or expired state. After the response threshold is reached, it also shows comparison chips and any disagreement warning. Written form answers are stored but are not currently shown in this panel. The candidate sees only whether each referee replied.

The reference work becomes complete only when the number of fully completed responses reaches the configured threshold. A nomination or provisional tap does not count. Treat scores as one input: Kit flags disagreement and warns when a small number of referees makes the aggregate weak.

## Recovery

- **No response:** wait for the paced reminders or contact the referee through your normal process.
- **Bounced or expired:** Kit cannot replace or reopen a submitted nomination set. Contact the candidate outside Kit and record the exception in the application; do not reuse the dead link.
- **Declined:** Kit stops reminders but cannot add a replacement after the nomination set was submitted. Contact the candidate outside Kit and record the exception; do not reuse the declined request.
- **Wrong question scope:** do not reuse consent from the earlier request. Kit cannot issue a revised request after submission today; handle the exception outside Kit under your approved process.

## Quick Checklist

- [ ] Enable collection and choose the response threshold
- [ ] Confirm whether a manager reference is required
- [ ] Check the candidate-facing description and displayed questions
- [ ] Review referee addresses before sending
- [ ] Monitor request states and delivery exceptions in the application panel
- [ ] Review the available rehire choices, comparison chips, and disagreement warning