Schedule Candidate Reference Checks
Every morning, WebRun checks Greenhouse for candidates who've reached the reference-check stage, drafts outreach emails to their references asking for availability, cross-references the hiring manager's Google Calendar to find open slots, and drafts the booking confirmation for your approval.
How can I automatically schedule reference checks for finalist candidates?
Every morning, WebRun checks Greenhouse for candidates who have reached the reference-check stage, drafts outreach emails to their references asking for availability, cross-references the hiring manager's Google Calendar to find open slots, and drafts a booking confirmation for your approval - so reference checks never delay an offer.
- Reference checks are initiated the morning a candidate reaches the finalist stage
- Scheduling conflicts with the hiring manager are caught before a time is proposed
- Offers are delayed less often because reference logistics move automatically
Built for recruiters · HR teams · hiring managers · talent acquisition teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.greenhouse.ioin a real browser with your saved login - no setup, no API keys. -
1
Greenhouse - identify candidates needing reference checks
greenhouse.io
WebRun opens Greenhouse to identify candidates needing reference checks. - Open Greenhouse and filter candidates in the Reference Check stage
- Collect the candidate's name, role, and the reference contact details provided
- Check which references have already been contacted this week
Done when All candidates needing reference checks are identified with their reference contact details.
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2
Gmail - draft availability request to references
gmail.com
WebRun opens Gmail to draft availability request to references. - Draft a brief, professional email to each reference introducing the process and asking for their availability
- Include 3 suggested time slots from the hiring manager's open calendar
- Save as a draft - do not send until the recruiter approves
Done when Draft availability-request emails exist for every reference not yet contacted.
-
3
Google Calendar - draft call booking when slot is confirmed
calendar.google.com
WebRun opens Google Calendar to draft call booking when slot is confirmed. - When a reference replies with availability, check the hiring manager's calendar for a matching open slot
- Draft a calendar invite for the reference call with the hiring manager and a video link
- Save the invite as a draft for recruiter review before sending
Done when A draft calendar invite exists for each confirmed reference availability.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it contact references without my approval?
No - every email to a reference is a Gmail draft. A recruiter reviews and sends each one, so candidates' references receive only approved outreach.
What if a reference doesn't reply within a few days?
WebRun drafts a polite follow-up email after 48 hours of no response, again held for recruiter approval before sending.
Can it handle multiple references per candidate?
Yes - it drafts separate outreach for each reference the candidate provided and tracks which have responded.
Related templates
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