How to Choose the Best Reference Checking Software (10 Questions to Ask)

Moving from manual to digital reference checking impacts your entire hiring process. The right solution saves time, improves decision quality, and creates a better experience for everyone involved. The wrong one simply digitizes a process without actually making it better.

The market is crowded, and many solutions look similar at first glance. Here are ten key questions to ask before signing a contract.

1. Are the questions research-based and role-specific?

There’s a significant difference between a tool that simply digitizes traditional reference checks and one that delivers predictive insights into candidate performance.

Ask whether the questions are grounded in research and designed to assess specific behaviors and competencies. Strong solutions help uncover counterproductive work behaviors that rarely surface in interviews, such as low accountability, poor collaboration, or attendance issues.

Also ask whether the platform offers role-specific templates or templates aligned with competency frameworks, and whether you can integrate questions from your assessment providers to create a consistent, end-to-end hiring process. 

2. How do you verify that references are legitimate?

Ensuring that the right person is responding is critical, yet there’s no universal standard for identity verification.

Strong platforms rely on a combination of signals to confirm legitimacy and detect potential fraud.

Ask how the solution:

• Verifies references using work email or domain validation
• Leverages professional profiles (e.g., LinkedIn) as an additional trust signal
• Flags suspicious activity based on IP address, device data, or response patterns
• Provides a clear audit trail of who responded and when

The goal isn’t just verification, it’s confidence. You should be able to trust that the feedback comes from a real, relevant source.

3. Does the tool automate the entire workflow, and can it be customized?

A strong digital reference checking solution should automate the entire process, from candidate initiation to outreach, reminders, and final report, so recruiters can focus on higher-value work.

At the same time, automation shouldn’t come at the cost of flexibility. Ask whether you can control key elements such as:

• Number of references per candidate
• Timing and frequency of reminders
• Communication templates and tone

The best solutions combine automation with the ability to adapt to real-world hiring scenarios.

4. Can you manage live reference calls when needed?

While digital reference checks work in most cases, there are times when a live conversation is necessary, either due to reference preference or to clarify responses.

Ask whether the platform allows you to schedule and document reference calls directly within the system. Ideally, both recruiter and reference should be able to book a time without relying on external tools.

Also ask how identity is verified during phone-based checks. A solution that supports both digital and live references in one workflow gives you maximum flexibility. 

5. Can you compare candidates and benchmark results?

Collecting reference data is only part of the equation. Interpreting it is where real value is created.

Look for tools that offer benchmarking, allowing you to compare candidates against:

• Other applicants for the same role
• Broader datasets from similar positions

Ask how benchmarking is calculated and how results are presented. Reports should be clear, actionable, and easy to share with hiring managers, without requiring them to log into another system. 

6. What is the experience for candidates and references, and can it be branded?

Reference checking involves three stakeholders: recruiter, candidate, and reference. The experience for all three matters.

A complicated process leads to low response rates. A confusing process creates unnecessary friction during a sensitive stage of hiring.

Ask:

• How references complete the process (device, time required, overall ease of use)
• Whether the experience is frictionless and intuitive
• If communication can be fully branded (logo, email domain, tone, messaging)

A well-designed, branded experience strengthens your employer brand at every touchpoint.

7. Does it integrate with your ATS?

If reference checking requires manual steps or separate logins, it risks becoming inconsistent or deprioritized.

A seamless ATS integration ensures reference checks are a natural part of your hiring workflow, not an afterthought.

Ask:

• Which ATS platforms are supported
• Whether you can initiate checks directly from the candidate profile
• If completed reports are automatically synced back

The smoother the workflow, the higher the adoption across your team. 

8. Does it support global hiring and multiple languages?

For organizations hiring across regions, language support is essential.

Ask:

• Which languages are supported
• Whether the entire experience (not just questionnaires) is localized
• How the tool handles candidates and references in different regions

Limited language support can quickly become a bottleneck in global hiring.

9. Does it help you stay compliant and reduce risk?

In the U.S., reference checking comes with legal considerations, but avoiding it can be just as risky.

Most employers are protected when sharing truthful, job-related information. At the same time, skipping proper checks can lead to negligent hiring risk, and inconsistent processes can create exposure under EEOC guidelines.

Look for a solution that:

• Focuses on job-related behaviors
• Uses structured, standardized scoring
• Ensures consistency across candidates

10. What support do you get during implementation and beyond?

A tool is only as good as the support behind it.

Implementing digital reference checking often involves change management, and your team will need guidance along the way.

Ask:

• Whether you get a dedicated customer success manager
• If onboarding and training are included
• How quickly support responds

It’s also worth asking whether the vendor provides ongoing insights, best practices, and research, not just technical support.

Summary

Digital reference checking should simplify hiring and give you insights you can actually trust. By asking the right questions during evaluation, you increase your chances of choosing a solution that delivers real impact, not just in theory, but in your day-to-day hiring.

Refapp offers digital reference checking and background screening in one unified platform, with research-based, role-specific questionnaires, benchmarking, identity verification, and seamless integrations with leading ATS platforms. Trusted by over 1,500 organizations globally, Refapp maintains an NPS of 85, well above the B2B SaaS average.

Book a demo to learn more about how Refapp can support your organization.👋🏼