What is the Refensa integration?
Refensa is a third-party reference checking tool integrated into Teamdash. It allows you to:
trigger a reference request from a project stage/candidate profile
collect referee details via the candidate
send a branded Refensa reference form to the referrer
view submitted reference answers back in Teamdash
Once enabled, Refensa appears as a dedicated section on the Candidate profile, and the reference status updates automatically as the process progresses.
Setting up Refensa Integration
Head over to the Integrations menu in Organisation Settings
Click Add Integration
Scroll down to the Other Integrations section and choose Grade Refensa
Follow the instructions to get your API key from Refensa and copy and paste it into Teamdash, then click Save.
Result: a Send to Refensa button is now available in the Basic tab of a candidate profile:
You can now either setup a stage action or manually send the candidate to Refensa. First we'll look at how to set up a stage action.
Setting up “Send to Refensa” stage action (optional)
This step is optional and if chosen only needs to be set up once per project (or per project template).
Open your Project or Project template in Teamdash.
Click 3 dots in top right of the relevant stage and select Manage Stage actions.
Add new action
Select the action Send to Refensa and complete the necessary details, then click Save
Result: a Send to Refensa button (with associated trigger) is now available in the stage you selected and will run for any candidates that have been added to that stage.
Sending a Candidate to Refensa Manually
If you prefer to manually select the candidates you would like to request Refensa references for, simply open the candidate profile and scroll down whilst in the Basic tab to find the Send to Refensa Button:
Click Send to Refensa, complete the necessary details and click Send.
Result:
Refensa sends an email to the candidate asking for referee details.
The Refensa status appears on the candidate profile:
The reference status icon is added to the candidate card (hover your mouse over the icon to view the status)
Note:
If the number of references has been set to 1 (or any other number), then the candidate can still add more referees. It will simply show as completed as soon as the original number of referees set fills out their form.
The Refensa report link will be valid for 30 days.
Candidate and referee workflow
Once the request is sent, the flow runs automatically through Refensa.
1. Candidate provides referee details
The candidate receives an email from Refensa.
They click the link and enter their referee’s contact details.
Result: Refensa registers the referrer and continues the workflow.
2. Referee submits the reference
The referee receives an email invitation from Refensa.
They open the form link, answer the questions, and submit the reference.
Result: the completed reference is synced back to Teamdash and status updated. You can now open the Refensa Dashboard and the Candidate report.
Tracking reference status in Teamdash
You can follow progress from within Teamdash at any time.
Refensa section on candidate profile
Open the candidate profile.
Scroll to the Refensa section in Basic tab
Here you can see real-time statuses such as:
Request sent
Waiting for referee details
Reference in progress
Reference submitted
Reference icon in project pipeline
The reference icon on the candidate card updates automatically based on the current Refensa status.
Viewing completed reference answers
When the referee submits their answers, you can read them in Teamdash.
Open the candidate profile.
Click Candidate report.
Result: the full submitted reference appears, including all answers from your Refensa form.
You can also open the Refensa Dashboard:
Tips for smooth reference checking
If candidates or referees don’t see emails, ask them to check spam/junk folders.
Make sure you trigger Send to Refensa only when you’re ready for references to begin.
Keep referee count consistent per role to avoid confusion (e.g., always 2 referees for leadership roles).
If you would like any assistance or further information on setting up this integration, please reach out to your Customer Success Manager or email [email protected]
Teamdash also offers our own built-in reference checks feature as an optional add-on, so even if you do not use third party software, you can benefit from automated reference checks directly. Contact your Customer Success Manager or email [email protected] if you'd like more information.