References & Terms of Business

Two related client-facing flows: collect candidate references via a branded form, and send a client a Terms of Business for e-signature — both trackable end to end.

References

Candidate emails and SMS naming referees enter the References queue on Today and the People file. Kolvera creates or links referee profiles, preserves existing roles and keeps the candidate's message as evidence. Ambiguous identities need your review. Intake does not generate questions or send messages automatically.

  1. Open a referee card to call, SMS, email or open their People file.
  2. Open Questions and messages in the reference workspace. Review the questions and edit the saved email and SMS templates.
  3. Preview the email, SMS and referee form, then queue the request. Check the sender and recipient before approving it in the Action Inbox. Queueing alone sends nothing.
  4. Open References in progress on Today, or the candidate's Reference workspace, to see approvals, sent requests, form visits, starts and completed responses.
  5. Use View full reference to read all answers, then preview or download a company-branded PDF containing the candidate's completed references.
Sent — the request has gone to the referee.
Viewed — a likely human visit was recorded. Automated fetches and sender previews are shown separately.
Completed — the referee has submitted their response.
Declined — the referee has declined to provide a reference.

New invitations use a unique short link for each channel where available. Changes to saved templates do not alter queued or sent requests. Sender previews do not count as referee visits; form activity does not prove an email or SMS was read. Older requests may not retain their original email copy or sender address.

MCP can search, read and duplicate named forms, generate questions for review, repair duplicate fields and create standalone links. Eligible failed deliveries can be queued for retry; uncertain outcomes need review before another send.

Terms of Business

Review document and recipient, approve sending, then track views and signatures. Edits require fresh review.

Setup (workspace admins)

Admins upload clauses, save supplier details and sign off in Settings → Terms of Business, enabling member generation.

Imported words and figures stay intact. Send ToB fills page 1 with engagement, fee, payment and guarantee. Client fields and execution occupy page 2; clauses start on page 3. Roles stay in the assignment brief. Review before sending.

Contingent and retained fees support percentages or fixed A$ amounts. Retained fees allow two or three instalments totalling 100%, each with a distinct trigger: search engagement, shortlist, employment-contract signing, offer acceptance or commencement. Invoice payment days are separate. Policy deviations may require admin approval.

Scroll source and parsed clauses independently; select passages to locate them. Show non-clause content reveals excluded details.

Generated terms show supplier name, ABN, accounts email and registered address. Matching supplier ABN/email may remain in clauses.

Sign-off flags missing clauses, unconfirmed removal of client-specific details, and unapproved ABNs, phones or emails.

Supplier, source, mode, clause or profile changes pause live terms pending sign-off; existing documents stay unchanged. Clear removes one saved value. Clearing a source keeps clauses but pauses live terms and discards unsaved page edits.

Through the Review Queue

Automated reference and Terms drafts enter the Review Queue. Preview, then approve sending or dismiss.

Related

E-signature — how documents are signed. See E-Sign.
Forms — the branded form links behind reference requests. See Forms.
Review Queue — approve drafted requests before they send. See Review Queue.