What is RefNow Inbound?

RefNow Inbound is an automated solution for your organisation to manage inbound reference requests (employment and job title confirmation) for your current and ex employees.

How it works?

Simply upload a CSV file to RefNow Inbound which contains the following details for your employees:

-First name

-Last name

-Personal email

-NI number


-Start date

-End date

-Job title

-Notes (optional)

Our system will generate a unique form url which can be used by external companies to request references from your organisation. Simply direct people to your form url either by adding the link to your website or by setting up an email inbox with an auto-reply message.

When the form is completed we will contact the employee using the email you provided in the CSV file and request their consent to provide details to the reference requestor. We will then generate a reference report and send it to the requestor. There is no input required from your companies HR Team, other than updating the file with new staff every few months. Our system handles all of the manual work.

Example Scenario

We have explained the automated RefNow Inbound flow using a common scenario below:


At RefNow we take our responsibility on security seriously and all data is encrypted at both rest and in transit. Furthermore, the most sensitive date uploaded by your company will be stored in a way that it cannot be read - even by us. This ensures the privacy of the data and means we go above and beyond our legislative requirements in protecting your company data.

How do I get started?

Get started by following 4 simple steps:

1. Login to your RefNow account (https://app.refnow.co) and click Admin -> Inbound Manager (Super Admin permission required).

2. Download the sample CSV file and update with your own employee details.

3. Upload the CSV file.

4. Publish your unique form link (found at the top of the inbound manager page) on your website, or setup an email inbox ([email protected]) with an auto response message to direct companies requesting a reference to fill in your form.

An example auto response message could be setup as follows for people emailing [email protected]

Thank you for contacting [Your Company Name here] to request a reference for a current or ex-employee. We have partnered with RefNow to provide references in a faster and easier way using an automated self-service referencing system. To request a reference, please complete the form here: [Your RefNow Inbound Unique Link here]

RefNow Inbound will now be activated and your inbound requests will be actioned automatically. Set a reminder to upload new staff to the system every 1 or 2 months.

If you have any questions, please do not hesitate to contact us on [email protected].

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