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Referees

The 'Personal Referees' section of each profile displays referees provided by the applicant, in addition to referees added manually by users within your organisation.

You may request references from referees to cover gaps in an applicants history or to provide a personal recommendation.

Manually add a referee

To add a new referee, scroll down to the 'Personal Referees' section of the profile. Click 'Add new referee' and this open up a new section on the profile, where you will be asked to enter details for this referee, including: capacity known (the applicants relation to the referee) and how many years the applicant has known the referee

You will be able to change or update the information of any referee within this section of the profile. Click 'Save Changes' to save any updated information.

Tracking activity

VettingGateway keeps track of changes made by users and applicants, ensuring you're able to view history of actions taken within the system. In addition to tracking actions, custom notes can also be added.

Each change entry contains the user who performed it, the details of what happened, and a timestamp.

Viewing activity

Throughout the interface you'll see the activity icon beside trackable items. Click the icon and the activity window will appear.

A list of change entries and notes will display ordered by newest first. You may search and filter the result set using the fields and dropdown's directly above the items.

Some actions are performed automatically by the system, in which case the entry will be marked as 'Automated action'. You may sort by human only and automated only entries using the filter fields.

Adding notes

Click the 'Add Activity Note' button and the note form will display with the following fields:

  • Note - Enter the message for this note.

  • Activities - If appropriate, check each activity describing the note. Where relevant, VettingGateway takes into account this selection when determining priority of outstanding tasks against a profile.

To save the note click the 'Save activity note' button and you'll see the note instantly within the activity history panel.

Requesting references

You may request a gap reference from a referee within the dropdown menu.

Upon clicking the 'Request Reference' link, a pop-up window will appear, showing the gap reference request form, with the following fields:

How Would You Like To Request This Reference?

Please select the method of contact for this reference. The options include:

  • Online - The referee will be sent an email containing a link into VettingGateway, where they may complete their reference.

  • Email - The referee will be sent an email containing the questions for the reference. The referee can reply to this email directly with their answers.

  • Hardcopy - A PDF will be generated containing the reference details, which can sent by post to the referee.

  • Which Gaps Should This Referee Cover? - Tick the time periods you would like the referee to provide a reference for.

  • Confirm Referee Details - Please confirm the referees contact details, such as their name, email and address (depending on the chosen method of contact).

Requesting the reference

Once you've completed the above fields, to request the reference click the 'Request Reference' button.

If you've chosen the 'Online' or 'Email' method, a reference request email will be dispatched to the referee and the page will reload. For the Hardcopy method you'll be taken to the generated PDF, which will be ready for printing.

After sending the reference the status of the period will change to 'Requested, Awaiting Response'.

Mark As Not Needed

When the referee is no longer required to complete the profile you may mark as 'Not Needed'. This signals to VettingGateway that the referee can be ignored.

To perform this action click the 'Mark as Not Needed' button on the dropdown menu.

Change Status

To manually change a referees status click the 'Change Status' button and a pop-up window will show containing the statuses form.

Select the referees new status from the dropdown list and then click 'Save Changes'.

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