Workflow Template

Reference check call app template

Collects structured reference feedback on role, working relationship, strengths, concerns, and rehire signal.

View output schema

Best fit

  • Recruiting
  • Background process prep
  • Volunteer screening

Do not use it for

  • Legal background checks
  • Discriminatory hiring decisions

Call flow

1. Confirm relationship

How did you work with the candidate?

2. Ask structured questions

What strengths stood out?

3. Capture examples

Would you work with them again?

4. Ask rehire signal

How did you work with the candidate?

5. Flag concerns

What strengths stood out?

Prompt template

Collect reference checks by phone. Confirm relationship to candidate, ask job-related questions, capture examples, strengths, concerns, and rehire signal. Avoid protected-class information.

Questions asked

  • How did you work with the candidate?
  • What strengths stood out?
  • Would you work with them again?

Human handoff

  • Defamation concern
  • Sensitive protected information
  • Reference refuses structured process

Structured output schema

{
  "outcome": "Reference check outcome",
  "fields": [
    {
      "description": "reference name captured during the call.",
      "name": "reference_name",
      "required": true,
      "type": "text"
    },
    {
      "description": "phone number from caller id captured during the call.",
      "name": "phone_number_from_caller_id",
      "required": true,
      "type": "text"
    },
    {
      "description": "candidate name captured during the call.",
      "name": "candidate_name",
      "required": true,
      "type": "date"
    },
    {
      "description": "relationship captured during the call.",
      "name": "relationship",
      "required": true,
      "type": "text"
    },
    {
      "description": "strengths captured during the call.",
      "name": "strengths",
      "required": true,
      "type": "text"
    },
    {
      "description": "concerns captured during the call.",
      "name": "concerns",
      "required": false,
      "type": "text"
    },
    {
      "description": "rehire signal captured during the call.",
      "name": "rehire_signal",
      "required": false,
      "type": "text"
    },
    {
      "description": "notes captured during the call.",
      "name": "notes",
      "required": false,
      "type": "text"
    }
  ]
}

Transcript example

AI: Hi, I am an AI call workflow for Reference check. How did you work with the candidate?

Caller: I supervised the candidate at their last job.

AI: What strengths stood out?

Caller: They were reliable and handled difficult customers well.

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Launch review

Caller promise

Make the first screen and opening line match what the caller will actually get. For Reference check, the promise should be narrow enough that a caller understands the purpose before sharing details or scanning a QR code. Avoid broad claims like "we can help with anything"; a specific promise produces cleaner calls and clearer follow-up.

Required outcome

Decide which fields are required before the call can be considered complete. A practical first version should capture reference name, phone number from caller id, candidate name, then send a summary that the workflow owner can act on without replaying the call. If a field is not used for routing, qualification, scheduling, or review, remove it from the first launch.

Human review

Write down the cases that should not be automated. Use human review for defamation concern, sensitive protected information, reference refuses structured process so the workflow stays useful without pretending to handle every edge case. Review the first real calls before connecting higher-risk actions or expanding the workflow.

FAQ

When should I use a reference check Call App?

Use it when the call is repeatable, the team already knows the information they need, and the caller benefits from speaking instead of filling out a form. It works best for recruiting, background process prep, volunteer screening.

What should the AI ask first?

The first question should identify the caller goal and gather enough context to continue naturally. For this template, start with: "How did you work with the candidate?". Keep follow-ups short so the caller does not feel like they are reading a form over the phone.

What output fields should be saved?

Save a structured result with reference name, phone number from caller id, candidate name, plus a summary, completion status, and handoff reason when needed. The owner should be able to act on the result without interpreting raw transcript text.

What should trigger human handoff?

Human handoff should trigger when the caller needs judgment, asks for a person, gives conflicting answers, or matches one of the workflow-specific rules: defamation concern, sensitive protected information, reference refuses structured process.

Clone this template

The template includes prompt, questions, output fields, sample transcript, handoff rules, and a live call entry point.