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Configuring a Reference Question

A Reference question allows submitters to provide the contact information of a reference provider who will complete a reference form on their behalf.

Once submitted, the system can send a reference request to the specified reference provider, allowing them to complete designated reference questions.

Adding a Reference Question

  1. Navigate to the desired section of your form.

  2. Select Add Question.

  3. Select Reference from the Question Type dropdown.

  4. Configure the available settings.

  5. Select Save.

Configuration Options

Question Text Reference Email

Defines the label displayed for the reference provider's email address field.

Example:

  • Reference Email Address

  • Referee Email

  • Supervisor Email Address

Best Practice: Use a clear label that indicates whose email address should be entered.

Question Text Reference First Name

Defines the label displayed for the reference provider's first name field.

Example:

  • Reference First Name

  • Referee First Name

  • Supervisor First Name

Question Text Reference Last Name

Defines the label displayed for the reference provider's last name field.

Example:

  • Reference Last Name

  • Referee Last Name

  • Supervisor Last Name

Required for Draft Submission

Determines whether submitters must provide reference information before saving a submission as a draft.

Enabled

  • Submitters must complete the reference information before saving a draft.

Disabled

  • Submitters can save a draft and provide reference information later.

Best Practice: Most programs leave this setting disabled to allow submitters time to gather reference information.

Help Hover Text

Additional instructions displayed when users hover over the help icon.

Example Uses:

  • Please provide the contact information of a professional reference.

  • Ensure the email address is entered correctly.

  • Your reference will receive an email request once submitted.

Best Practice: Use Help Hover Text to explain who should be listed as a reference and what to expect after submission.

Reference Requirement for Submission

Determines when submitters are permitted to finalize and submit their application.

On Request Sent

Submitters can finalize and submit their submission once the reference request has been sent to the reference provider.

The reference provider does not need to complete the reference before the submission can be submitted.

Common Uses:

  • Scholarship applications

  • Grant programs

  • High-volume application processes

  • Programs with flexible reference deadlines

On Response Received

Submitters cannot finalize and submit their submission until the reference provider has completed and submitted their reference.

Common Uses:

  • Highly competitive programs

  • Applications requiring completed references before review

  • Programs with strict eligibility requirements

Important: Selecting this option may delay submitter submissions if reference providers do not respond promptly.

Reference Editable Questions

Defines the questions that reference providers are responsible for completing.

These questions:

  • Are completed by the reference provider.

  • Are hidden from applicants.

  • Appear on the reference form sent to the reference provider.

Examples

  • Please describe the applicant's strengths.

  • How long have you known the applicant?

  • Would you recommend this applicant for this opportunity?

Important: Any questions added to this section should have Hide Question From Submitters enabled.

Reference Viewable Questions

Defines the questions that submitters complete but reference providers can view.

These questions:

  • Are completed by the submitter.

  • Remain visible to the reference provider.

  • Provide context to help the reference provider complete their reference.

Examples

  • Applicant Name

  • Program Applied For

  • Project Summary

  • Personal Statement

Best Practice: Only include information that will help the reference provider write a stronger and more informed reference.

Building a Reference Form

A typical reference setup includes:

Submitter Completes

  • Reference First Name

  • Reference Last Name

  • Reference Email Address

  • Program Information

  • Project Information

Reference Provider Completes

  • Recommendation Questions

  • Evaluation Questions

  • Written Reference Responses

  • Reference Rating Questions

Common Use Cases

Reference questions are commonly used for:

  • Scholarship Applications

  • Grant Applications

  • Fellowship Programs

  • Award Nominations

  • Mentorship Applications

  • Academic Programs

  • Volunteer Programs

Best Practices

  • Clearly communicate who should be selected as a reference provider.

  • Verify that submitters understand when references are required.

  • Use On Request Sent when flexibility is preferred.

  • Use On Response Received when completed references are required before submission.

  • Only include submitter information in the Reference Viewable Questions section when it provides useful context.

  • Ensure all questions intended for reference providers are added to the Reference Editable Questions section.

  • Test the full reference workflow before launching your form to confirm the reference experience works as expected.

Important Notes

  • Reference providers only see questions assigned to them.

  • Questions added to the Reference Editable Questions section should be hidden from submitters.

  • Submitters can only enter reference contact information; they cannot complete reference-only questions.

  • The reference workflow and submission requirements are controlled through the Reference Requirement for Submission setting.