Reference Check Automation for HR

Let your AI agent handle drafting, sending, and tracking reference and law enforcement requests—so you can focus on hiring, not chasing emails.

You’re an HR manager juggling Gmail, Excel, and SharePoint just to keep track of reference checks. Every missed reply means another follow-up, another delay, and another candidate at risk. The tedious admin work steals hours from your week and keeps you from moving great hires forward.

An AI agent that automates reference and background check requests, tracking, and documentation for HR and talent acquisition teams.

Hire This Agent→

What this replaces

✕Draft individualized reference emails in Outlook for each applicant
✕Update applicant status and response tracking in Excel spreadsheets
✕Send manual follow-up messages using Gmail for overdue references
✕Collect and organize PDF responses in SharePoint folders
✕Summarize reference outcomes for hiring managers in Word

The hidden cost

What this is really costing you

In regulated industries like healthcare, finance, and education, HR coordinators and recruiters spend 1.5–2 hours each week manually emailing references, updating applicant status in Excel, and organizing background documents in SharePoint. Every late or missing response means more reminders, lost time, and frustrated hiring managers. The process is slow, error-prone, and distracts your team from interviewing and onboarding.

Time wasted

1.75 hrs/week

Every week, burned on work an AI agent handles in minutes.

Money lost

$3,500/year

In salary, missed revenue, and operational drag — annually.

If you keep ignoring it

Ignoring this means delayed onboarding, failed compliance audits, and losing qualified candidates to faster competitors. Missed documentation can trigger regulatory penalties or legal risk.

Cost estimates derived from U.S. Bureau of Labor Statistics occupational wage data and O*NET task analysis.

Return on investment

The math speaks for itself

Today — without agent

1.75 hrs/week

of manual work

$3,500/year/ year

With your AI agent

15 min/week

agent-handled

$330/year/ year

You save

$3,170/year

every year, reinvested into growing your business

Estimates based on U.S. Bureau of Labor Statistics median salary data and O*NET task importance ratings from worker surveys. Time savings assume 80% automation of eligible task components.

Jobs your agent handles

What this agent does for you

Complete jobs, handled end-to-end — so your team focuses on what matters.

Chasing Down a Delayed Reference

You ask your agent to send a follow-up to a reference who hasn’t responded in a week.

Batch Sending Requests for New Hires

You ask your agent to initiate all required background and reference checks for a group of new applicants.

Organizing Incoming Responses

You ask your agent to compile all received reference and law enforcement responses into a single summary for review.

Weekly Status Update

You ask your agent to generate a status report showing which applicants are missing responses.

How to hire your agent

1

Connect your tools

Link your applicant tracking, document management, and email tools to centralize your workflow.

2

Tell your agent what you need

Type: 'Request employment and law enforcement references for these three applicants and track all responses.'

3

Agent gets it done

The agent sends requests, tracks replies, and delivers an organized summary of all responses—ready for your review.

You doing it vs. your agent doing it

Write and send individual emails for each applicant.
Agent drafts and sends requests instantly based on your prompt.
30 min/week
Manually update spreadsheets or notes to monitor replies.
Agent monitors and alerts you to missing responses automatically.
20 min/week
Remember and write follow-up emails days later.
Agent prepares and sends timely reminders for you.
15 min/week
Gather emails and documents, then summarize yourself.
Agent organizes and summarizes all responses for you.
25 min/week

Agent skill set

What this agent knows how to do

Automated Reference Requests

Drafts and sends personalized reference and law enforcement requests via Outlook, ensuring consistent communication for every candidate.

Real-Time Response Tracking

Monitors incoming replies and flags overdue responses in your applicant tracking system, so nothing is missed.

Centralized Document Management

Collects all reference and background check documents, organizing them by applicant in SharePoint for easy access.

Follow-Up Automation

Schedules and sends reminder emails to unresponsive contacts, reducing manual follow-up for HR coordinators.

Status Reporting

Generates weekly summaries of outstanding and completed checks, ready to share with hiring managers or compliance teams.

AI Agent FAQ

The agent works alongside systems like Workday, BambooHR, and Greenhouse. You can export applicant lists for batch processing and receive status updates compatible with your existing workflow.

All information is encrypted in transit using TLS 1.3 and is never stored after processing. The agent operates within your organization’s Microsoft 365 or Google Workspace environment, maintaining strict access controls.

Yes, you can edit and approve every message before it’s sent. The agent allows you to set your organization’s tone, add legal language, or include specific instructions for references.

Absolutely. Your agent can draft and send requests to police departments or regulatory bodies, track responses, and organize all returned documentation by applicant.

The agent handles English-language requests and digital communications via email. Phone-based follow-ups and multi-language support are not available yet, but these features are on the roadmap.

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