Automated reference checks work well for casual and general trade hires, where you want quick, consistent, written answers from a recent supervisor. They work less well for supervisors, safety-critical roles and licensed trades, where a phone call from the person hiring still gets you more. This guide covers what an online reference request does well and badly, five questions worth asking, and how to handle consent.
Here, an automated reference check means a request sent to the referee by email or text. The referee opens a link and answers a set list of questions on a phone, with no call to book. It informs the hiring decision without making it.
What do online reference checks do well?
Online reference checks do four things well: they are quick, consistent, recorded and easy for a busy supervisor to answer.
- Speed. A leading hand on nights can answer in a spare ten minutes, without waiting for a call in office hours. When you are filling casual shifts, that can save a day.
- Consistent questions. Every referee for every candidate gets the same list, which makes it easier to keep questions to the job.
- A written record. The answers are saved with a date. The Australian Human Rights Commission's checklist for preventing discrimination in recruitment includes keeping records of your decisions, and saved answers help you explain a choice later.
- Easy on a phone. A referee on a factory floor or in a workshop may never sit at a desk, but can answer a short form from a break room.
Where do automated reference checks fall short?
Automated reference checks fall short where a conversation adds the most: depth, follow-up and a read on the referee.
- Thin answers. "Good worker, always on time" tells you little. On a call you would ask what the person actually did.
- No follow-up. A form cannot ask "what do you mean by late?" or "how often did that happen?".
- Referees who are friends. A form does not show whether the person answering supervised the candidate or simply knows them.
- Replies that only confirm dates. The Fair Work Ombudsman's workplace privacy guide notes that some employers only confirm that someone worked for them, and says they should tell the reference checker it is a general policy. A bare reply is not a warning sign on its own.
When is a phone call from the hirer still better?
A phone call from the hirer is still better when the role involves supervising people, safety-critical work or a licence, because you need to test the answers.
For a supervisor, you want to know how the person handled a poor performer or a rostering clash, and that takes a conversation. Chandler's guide to hiring a maintenance supervisor in Melbourne makes the same point, suggesting you call previous site managers for honest insight into supervisory ability.
For safety-critical work, such as a forklift operator in a busy warehouse or a fitter near live equipment, ask the referee whether they would have left that person unsupervised. For a licensed trade, a good reference does not replace checking the licence itself.
For casual and short-notice hires, a form usually does the job. The guide to filling shifts in 24 hours covers the screening and induction behind a quick fill. A middle path works well: send the online request first, then phone when answers are thin or the role is higher risk. Chandler Personnel provides labour hire and permanent recruitment for skilled trades if you would rather hand the search over.
Which five reference check questions matter for tradespeople and warehouse staff?
Five questions cover most of what you need: the job, attendance, safe work, quality and rehire.
- The job. What was their role, which tasks and equipment did they work on, and what were their start and finish dates?
- Attendance. How reliable were they on attendance and punctuality, and how did they handle shift changes?
- Safe work. How did they follow safety procedures and use equipment, and did you ever need to correct their practice?
- Quality and independence. How good was their work, and how much supervision did they need?
- Rehire. Would you employ them again, and why or why not?
Keep every question tied to the job requirements. The Australian Human Rights Commission advises employers to use referees to confirm what they already know from the interview, and not to ask personal questions unrelated to the job. It also says it may be against the law to ask applicants whether they have made a workers' compensation claim or how much sick leave they took. The same guide suggests seeking information from referees after the interview, not before.
How do you get reference check consent in Australia?
Ask for the candidate's permission before you contact any referee, and make it informed, voluntary and specific. The Office of the Australian Information Commissioner describes four elements of consent under the Privacy Act: the person is adequately informed, gives consent voluntarily, the consent is current and specific, and the person has capacity to consent. The OAIC says express consent can be given orally or in writing, including through an electronic medium.
In practice, add a short consent step to your application or shortlist process. Tell the candidate which referees you will contact, what you will ask and how long you will keep the answers. Make it a real choice: agree who may be contacted and when, because some candidates do not want a current employer to know they are looking. The OAIC also notes that consent given at one time cannot be assumed to last indefinitely.
The Fair Work Ombudsman says an employer asked to give a reference can usually assume the person's consent if the person asked them to be a referee, which is another reason to agree the referee list with the candidate first. It also says the Australian Privacy Principles apply to information about unsuccessful candidates, including references. This is general information only. The Privacy Act covers businesses with annual turnover above $3 million and some smaller ones, so check the OAIC's small business guidance and the other linked government sources, or get advice for your own situation. Chandler's overview of legal considerations when hiring blue collar workers covers privacy, discrimination and right-to-work duties in general terms.
How can you spot an unreliable referee?
An unreliable referee is usually someone you cannot place at the business, who did not supervise the candidate, or who gives answers with no detail.
- Cannot be placed. Look up the business yourself and ring the main number, rather than relying only on contact details the candidate supplied.
- Not the supervisor. Ask how they know the candidate and whether they directly supervised them. A friend or a workmate who never supervised the person offers little.
- Vague or generic. Praise with no dates, tasks or examples is worth little. Identical wording across different candidates is another flag.
- Does not match. If dates or duties differ from the CV or the interview, ask the candidate to explain before you decide.
One weak referee is not a verdict. Ask for a second referee, ideally the most recent supervisor, and weigh the result alongside the interview.
Related Resources
- OAIC guidance on collecting personal information
- Fair Work Ombudsman hiring employees guidance
- Trades and services recruitment
- Labour hire in Melbourne
- Request staff form
Frequently Asked Questions
Are online reference checks good enough for casual hires?
Often, yes. For casual and general roles the speed and the written record matter most, and a short form from a recent supervisor covers the basics. Add a phone call if the answers are thin or the shift involves higher-risk work.
What should I ask when checking references for a tradesperson?
Ask about the job and dates, attendance, safe work, quality and supervision needed, and whether they would rehire. Leave out personal questions, and any health or injury question that does not relate to the job.
Can I check references before the interview?
You can, but the Australian Human Rights Commission's guide says it is best to seek information from referees after the interview. Use them to confirm what you already know.
What if a previous employer will only confirm dates?
Treat it as a limited answer, not a bad one. Ask the candidate for another referee, such as a supervisor from a different job.
How long should I keep reference check records for candidates I do not hire?
The Fair Work Ombudsman's workplace privacy guide gives no fixed period. It suggests specifying a timeframe for destroying recruitment material, so write your own rule down and apply it every time.
Automated reference checks suit casual and general hires
Automated reference checks give you speed, consistent questions and a written record for casual and general trade hires. Phone the referee yourself when the role involves supervision, safety-critical work or a licence, and keep every question tied to the job. Get the candidate's permission first and store the answers securely. This week, write your five questions and a short rule for which roles get a call, then try it on your next hire.
