Managing reference requests manually was time-consuming, inefficient, and prone to errors. The compliance team at a leading locum recruitment agency had to send emails, track responses manually, and chase referees, all while ensuring compliance with strict industry regulations. With thousands of candidates needing references, the process was slowing down placements, increasing admin workload, and leading to delays in vetting candidates.
Automated Reference Checks for Faster Placements and Less Admin
For locum recruitment agencies, efficient reference checks are essential—but when the process relies on manual emails, follow-ups, and data entry, it can slow down placements and create unnecessary admin work. When a leading locum recruitment agency needed a faster, more reliable solution, I developed a custom system that automates reference requests, tracks progress in real-time, and seamlessly integrates with their existing tools. This case study explores how automation and smart system design transformed their compliance workflow, improving efficiency and accuracy at every stage
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The Problem
The Solution
I developed a custom reference request system that automates the entire process, ensuring references are sent, tracked, and collected efficiently. The platform integrates directly with the agency’s candidate tracking system, automatically triggering reference requests as part of the vetting process. A real-time tracking dashboard gives compliance teams full visibility into pending and completed references, while customised email templates improve response rates by personalising communication with referees.
Technologies
The system was built using Java and Spring Boot, providing a scalable, high-performance backend capable of handling large volumes of reference requests. It integrates with both MySQL and MSSQL databases, ensuring secure data storage and retrieval. RESTful APIs enable seamless connectivity with the agency’s existing candidate tracking software, creating a fully automated, end-to-end reference management solution.
Revolutionising Reference Requests in Locum Recruitment
Efficient reference checks are a critical step in the recruitment process, yet many agencies still rely on manual, time-consuming methods that slow down candidate placements and introduce avoidable errors. When a leading locum recruitment agency needed a faster, more reliable way to request and track references, I developed a custom-built system that automates the process, integrates seamlessly with their existing tools, and improves accuracy at every step.
Transforming the Reference Request Process
Traditional reference requests often involve endless emails, manual follow-ups, and limited visibility into the process. To eliminate these inefficiencies, I designed a bespoke software solution that streamlines the entire reference-checking workflow, ensuring requests are sent, tracked, and completed with minimal effort from the compliance team.
Seamless System Integration
The platform integrates directly with the agency’s candidate tracking software, enabling automated reference requests as part of the vetting process. This removes the need for manual input, reducing workload and ensuring every candidate’s references are requested promptly.
Personalised & Automated Communication
Understanding that generic emails often go ignored, I built in customised email templates, allowing the agency to tailor reference requests for each referee. This personal touch improves response rates and ensures references are comprehensive and relevant.
Real-Time Tracking & Visibility
A key feature of the system is its live tracking dashboard, giving the compliance team full visibility into every reference request. They can see which requests are pending, completed, or overdue, allowing them to follow up strategically and resolve delays before they become bottlenecks.
Improved Efficiency & Accuracy
By automating repetitive tasks and reducing manual data entry, the platform cuts down processing time and minimises human error. Built-in validation checks ensure only complete, accurate references are collected, enhancing compliance and reliability.
Delivering Real Impact
This project is a prime example of how technology can solve real-world recruitment challenges. By removing bottlenecks, increasing efficiency, and improving accuracy, the new reference request system has had a significant impact on the agency’s operations.
Not only has it helped compliance teams work faster and more effectively, but it has also improved the experience for candidates and referees alike. With references processed in a fraction of the time, placements can be made sooner, benefiting both recruiters and the professionals they place.
This project reinforces my commitment to building smart, practical solutions that help businesses work more efficiently, reduce admin, and focus on what they do best.