Most references are created automatically. When an applicant names referees in an application, Rhythm invites each referee. Use this article when you need to manage a reference yourself, such as adding a missing referee, correcting details, marking a reference declined, reopening one, or removing one.
When to Use This
Use these steps when you need to add, update, or remove a reference on an application. The References tab appears only when the application process asks for references.
Prerequisites
- Permission to create references, so you can add a referee yourself.
Add a Referee Yourself
- Open the application and go to the References tab.
- Select Add a Reference.
- Choose a Reference Type:. Rhythm shows only the types required by the application's process.
- Enter the referee's first name, last name, and email address. A mobile number is optional.
- Select Add Reference.
Result
Rhythm saves the referee on the application, creates the reference record, and emails the referee an invitation right away if the reference process sends one. You do not need to send the invitation separately because Rhythm sends it when you add the referee.
Warning
If adding a referee fails, the referee may still appear on the application even though Rhythm did not create the reference. Check the References tab before you try again, because adding the same referee again can name and invite them twice.
Warning
Saving a draft application in the Portal and resuming it later has been reported to sometimes duplicate a required reference entry. When that happens, the resumed application asks for more references than the process is configured to require. If you need to stop new duplicates while this is investigated, turn off the application's save-draft option. This prevents new cases going forward, but it does not remove or correct a duplicate reference section that is already in a previously saved draft.
Correct a Reference
- Open the application's References tab.
- Select the pencil icon next to the reference.
- Change the referee, the Status:, the completion date, notes, or custom field values.
- Save.
Result
Rhythm saves your changes immediately. If you change the referee here, Rhythm updates who is recorded, but it does not notify or invite the new person.
Tip
When you choose any status other than Pending, you must enter a completion date before Rhythm will save. If you switch the status back to Pending, Rhythm hides the completion date field but keeps the date behind the scenes.
Mark a Reference Declined, or Reopen One
- Open the reference and set Status: to Declined if the referee will not respond, or back to Pending to let the referee submit again.
- Save.
Result
Rhythm accepts any status change at any time. No rule limits how a reference moves between Pending, Completed, and Declined.
Warning
Marking a reference Completed here does not send the applicant a notice that it is done. That notice goes out only when the referee submits their own reference through the Portal. Marking a reference Declined does not notify anyone either, and nothing elsewhere in Rhythm counts declined references specially.
Remove a Reference
- Open the application's References tab.
- Select the trash icon next to the reference.
- Confirm.
Result
Rhythm removes the reference record.
Warning
Deleting a reference does not remove the referee's name from the application's own list of referees. If the application is processed again later, such as after it is resubmitted, that referee can be recreated and invited a second time.
Asking Rhythm to Resend an Invitation
There is no separate action to tell Rhythm to reprocess or re-invite a referee who is already named and recorded. Asking again for the same referee sends nothing.
Related
To find every reference for one application, or every reference tied to one contact, see Find and List References. Reference custom fields are defined the same way as other custom fields in Rhythm.