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Reference notifications
Notifications for new form submissions AND new references received for those submissions are both managed from the form settings.
Here's how to set them:
Go into your Forms section on the left-hand side of your dashboard and open the form where you’d like to set up or manage notifications.
Press the settings icon in the top right of the page.
Open the notifications tab at the top. Here, you can select which staff member will be notified for all new form submissions and new reference submissions.
Note: you can only select from staff users of Volunteero. If you have a group inbox where you would like these to be sent, you will need to set up that group inbox as a staff user.
Manually trigger reference emails
If your form requires you to manually send reference emails, here’s how to do it:
Open the submissions section on the left-hand side of your staff dashboard and open the submission you would like to trigger the reference emails for.
On the bottom right-hand side, you will see a section called 'References'. Open up the reference you would like to trigger emails for. You will see a window like the one shown below.
Hit the 'send email' button, and this will trigger the email process and reference form. A follow-up email will automatically be triggered 7 days after if no reference has yet been received.
Manually add a new reference
If you need to manually add a new reference to a submission (whether it's a submission that's just come in, or one that's a bit older), here is how to do so:
Open the submissions section on the left-hand side of your staff dashboard, and open the submission you would like to add a manual reference to.
On the bottom right-hand side of the submission, you will see a section called 'References'. Press the '+ Reference' button.
A new 'Request reference' window will open that looks like the one shown below. Fill out the new referee details.
Check the send email to referee button if you would like the emails to be sent automatically request a reference. If you would like to request this manually, you can uncheck this box.
Delete reference
You can delete a reference, but worth noting that this will be deleted from the system permanently. It is also worth noting that by deleting the reference, you will suppress any automated reference emails that have not yet been sent. So, for example, if the initial request email has been sent, if you delete the reference the day after, this will ensure the 7-day reminder email will not be sent.
Here is how to delete a reference:
Open the submission section on the left-hand side of your staff dashboard, and open the submission you would like to delete the reference from.
On the bottom right-hand side, you will see a section called 'References'. Open up the reference you would like to delete.
Press the delete button.
Update reference stages
When setting up the reference feature, you’ll need to create a process for your reference form. These are the stages a reference will go through. In most cases, this is as simple as reviewing and approving the reference.
Open the submission section on the left-hand side of your staff dashboard, and open the submission you would like to update the process for.
On the right-hand side, you will see a section called 'References'. Open up the reference that has been received.
Here, you will see the reference process and the various stages.
You can open up each process, change the status of that stage, and add notes. See below for an example.
Declined reference requests
Referees can decline to provide a reference. You will be notified of this. You can also see that a reference is declined on the submission, as well as any reason provided.
Open the submission you would like to view references for.
On the right-hand side, you will see a section called 'References'.
If a reference has been declined, you will see that here. See the screenshot below.
Video Tutorial
As always, if you require any further assistance with this, please use the support button in your Staff Dashboard or email us at support@volunteero.org. Our team will be happy to help! 😊