The platform supports References: require your trip participants to submit personal or professional references as part of the trip application requirements.
Admins with the new permission item Can Manage References will be able to configure references from the new References option located on the My Trips menu*. Follow the steps below to set up and manage your account's References:
*if you do not see the option to access your account's References from the Trips menu, contact your account owner to verify your Admin permissions under Manage Admins.
Navigate to your References by selecting References under the Trips tab.
Individual Types describe the classification you wish to give to the references themselves. For example, you may want to have a Family Member Individual Type to gather a personal reference from a trip participant's relative, or a Pastor Individual type to gather a spiritual reference from a trip participant's pastor.
Note: you'll want to set up your Individual Types and your Categories before you begin creating your Questions, as you'll be assigning each of your questions to both Individual Types and Categories.
To create a new Individual Type, click the Add Individual Type button from the Individual Types view, and enter the value you wish to use.
For a new Individual Type, you're ready to use, leave the toggle set to Active, so it will be readily available to use. If you prefer to save the Individual Type for future use, you may select Inactive and then update it to Active status when you're ready to use it.
Click Add Individual Type to save.
To update an existing Individual Type, select the Individual Type you wish to edit from the list.
Make any change you wish for the name or status, and select Update Individual Type to save.
The Reference Question Categories represent groupings of question types you may want to ask your trip participants. For example, you may have a Medical History Category to group a series of medically-related questions you'll ask a trip participant's physician reference.
To add a new category, click the Add Question Category button from the Reference Question Category view.
Enter the value you wish to name your Category, choose whether you're ready for this Category to be Active or prefer to keep it Inactive (it will not be available in the Question drop-down), and click Add Question Category to save.
To edit an existing Category, select the category you wish to edit from the list.
Make any change you wish for the name or status, and select Update Question Category to save.
You may also permanently delete an existing Category from the Edit view by clicking the Delete button.
Note: Deleting a category cannot be undone.
Once your Individual Types and Categories have been set up, you may build your Reference Questions.
Your Reference Questions will be grouped by the Categories you created. Click on the arrows on each Category to expand the list of Questions beneath each Category.
To add a new Question, click the Create Question button from the Reference Questions view.
- Choose the Category you wish it to be classified under from the Category drop-down.
- Enter the Question Text (this will be the actual question verbiage the reference provider will see).
- Select whether it will be a question the reference will be required to answer to submit, or whether their response to the question will be optional.
Select (or change if updating) all of the Individual Types you wish to include for this Question, and click Update to save your choices.
Once all values have been selected (or updated), click Add Question to save.
Reference Settings (or Reference Rules) define the number of references as well as the defined Reference Individual Types that trip participants must fulfill to complete the Reference requirement.
To manage your Reference Rules, click the Edit button from the Reference Settings view.
Add a new Reference Rule by clicking the Add Rule button below the list of existing rules, or choose to Edit or Delete an existing rule by selecting the appropriate action next to each existing rule.
You may also choose how long you wish to consider references valid in a trip participant's profile by adjusting the month value under Reference Expiration.
You can adjust the Reference Eligibility, which will limit participants from asking for a reference when they are not going on a trip and allow it for trips.
Click the Update Settings button to save your changes.
Based on the reference rules you set, when the trip participant fills out their application and clicks to list their references they will be asked to invite individuals to act as a reference, they will receive an email with a link inviting them to participate as a reference on behalf of the trip participant.
Applicants will be asked to add the reference first name, last name, email address, and what their relationship is to that person.
After the applicant completes their application, the platform will automatically send an email to the references that were listed. To edit this email, login to your tenant and go to Admin --> Email Settings --> Notification Emails --> Reference Request
The email will contain a link and a passcode to complete the Reference Questionnaire.