Add Reference (Manual) — End-User Help

Overview

This page lets you add a reference contact manually for a candidate.

Use it when you want to enter referee details directly rather than collecting them through an automated reference request. You can record the referee’s name, company, job title, contact details, relationship to the candidate, and any useful notes.

Quick start

1. Confirm that the candidate shown on the page is the correct person.
2. Enter the referee’s full name and job title.
3. Provide at least one contact method, such as a work email address or phone number.
4. Complete any other useful details, such as company, relationship, address, or notes.
5. Click Save to add the reference.
6. Use Cancel or Back if you want to return without saving.

A success message appears when the reference is saved. If there is a problem, an error message is shown on the page.

Required information

The following details are required:

• Full Name
• Reference Job Title
• At least one contact method:
• Work Email, or
• Phone

This helps make sure the reference can be identified and contacted properly.

Field reference

Candidate information

This area shows the candidate for whom the reference is being added.

Check these details carefully before saving, so the reference is attached to the correct candidate.

Reference details

Use this section to enter the referee’s information:

• Full Name
• Company
• Reference Job Title
• Work Email
• Phone
• Relationship to Candidate
• Address
• Notes

The job title field is intended for free-text entry, so you can record the referee’s actual role even if it does not match an existing job record in the system.

Relationship

Use the relationship field to describe how the referee knows the candidate, such as:

• Direct Manager
• Colleague
• HR
• Client
• Other

This helps give context to the reference later.

Notes

Use the notes field for any extra information that may help your team, such as:

• company website
• preferred contact times
• background on the working relationship
• other relevant context

Main actions

Save

Saves the reference and links it to the candidate record.

Cancel or Back

Returns to the previous view without saving the new reference.

Page behaviour and usage notes

• The reference job title is entered as free text on this page.
• You do not need to match it to an existing job in the system.
• After a successful save, the page may show a confirmation message before you continue.
• If there is a validation or save issue, an error message will explain what needs to be corrected.

Accessibility and keyboard use

This page supports standard keyboard navigation.

Typical actions include:

• moving through fields with Tab and Shift+Tab
• entering multiple lines in address or notes fields
• using keyboard input to activate buttons

Messages are displayed clearly on the page to confirm success or show errors.

Validation rules and limits

Typical input limits include:

• Full Name: up to 250 characters
• Company: up to 250 characters
• Reference Job Title: up to 200 characters
• Work Email: up to 250 characters
• Phone: up to 50 characters
• Address: up to 500 characters
• Notes: up to 1000 characters

Before saving, make sure:

• Full Name is completed
• Job Title is completed
• at least one contact method is entered

Examples

Examples of suitable formats include:

• Work Email: jane.doe@company.com
• Phone: +44 7700 900000
• Notes:
• https://companywebsite
• Former line manager for three years
• Best contacted during office hours

Use a clear and consistent format where possible.

Troubleshooting

The reference does not save

Read the error message shown on the page, correct the issue, and try again.

I do not have the referee’s email address

You can still save the reference if you provide a phone number. At least one contact method is required.

The success message did not appear

Check whether the page returned to another screen or whether an error message was shown instead.

I entered the job title manually

This is expected. The manual reference page is designed to allow free-text job titles.

Best practices

• Use a clear job title so other users can understand the referee’s role
• Include the company name whenever possible
• Provide an email address if available, as it is often the easiest contact method
• Record the relationship accurately so the referee’s perspective can be understood later
• Use notes to capture anything helpful for future follow-up

Privacy and legal guidance

Only record reference details where there is an appropriate reason and the information has been provided lawfully.

Make sure any personal data entered on this page is handled in line with your organisation’s privacy and retention requirements.

Support

If you need help, provide:

• the exact error message shown
• the steps you followed
• the candidate name
• the information you entered
• a screenshot, if available

Short FAQ

Q: Do I need both email and phone?

A: No. You only need one contact method, either a work email address or a phone number.

Q: Can I type the referee’s job title manually?

A: Yes. The manual reference page is designed to accept the job title as free text.

Q: Where will this reference appear after saving?

A: It will be linked to the candidate record and can be viewed as part of that candidate’s reference information.