--- title: How to set up multiple reference types description: Need different references for different applicants? This guide shows how to create and trigger multiple reference types from your application form settings. --- [Skip to content](https://helpdesk.applicaa.com/how-to-set-up-multiple-reference-types#main-content) ![APPLICAA\_LOGO-1024x350-4.png\]](https://helpdesk.applicaa.com/hs-fs/hubfs/APPLICAA_LOGO-1024x350-4.png?height=40&name=APPLICAA_LOGO-1024x350-4.png) Open main navigation Close main navigation Hello, how can I help? - There are no suggestions because the search field is empty. 1. [Applicaa Knowledge Base](https://helpdesk.applicaa.com/?hsLang=en) 2. [Sixth Form Only](https://helpdesk.applicaa.com/sixth-form-only?hsLang=en) 3. [References](https://helpdesk.applicaa.com/sixth-form-only?hsLang=en#references) # How to set up multiple reference types ## This guide explains how to configure reference form types in your application form, including how to set conditional triggers so the right references are requested automatically based on each applicant's circumstances. ### **Overview** Admissions+ now supports up to five reference form types per application form. This means you can request different types of references depending on what each applicant needs — for example, an Academic Reference for all applicants, plus a Boarding Reference only for those applying for a boarding place. References are configured within a dedicated **Reference step** inside your application form settings. --- ### **Getting started** Navigate to: `Settings › Application Form › Reference step`   ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Apr-24-2026-12-56-11-1785-PM.png?width=670&height=332&name=image-png-Apr-24-2026-12-56-11-1785-PM.png) This is where all your reference form types are managed. From here you can create new form types, edit existing ones, and control how each one is triggered. --- ### **The default form type** Every application form includes an **Academic Reference** by default. This form type can be edited and deactivated, but cannot be deleted. All existing references collected before any additional form types were added are automatically linked to the Academic Reference. **Note:** If your school only uses a single reference type, your setup remains exactly as it was. No changes are required and your existing workflow is unaffected. ##### **Creating a new form type** From the Reference step, click **+ New Form Type**. The **New Reference Form Type** modal will appear. Complete the following fields: ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Apr-24-2026-12-06-29-7362-PM.png?width=670&height=427&name=image-png-Apr-24-2026-12-06-29-7362-PM.png) ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Apr-24-2026-12-03-37-0026-PM.png?width=549&height=997&name=image-png-Apr-24-2026-12-03-37-0026-PM.png) ##### **Name (required)** Give the form type a clear, descriptive name that will help staff identify it — for example, *Academic Reference*, *Boarding Reference*, or *SEND Reference*. ##### **Description** Optionally add a description to provide more context about when this reference type should be used. This is for internal reference only and is not shown to applicants or referees. ##### **Trigger by Application Form Question** Toggle this **on** if you want the reference form to be requested only when an applicant gives a specific answer to a question earlier in the form. When enabled, two additional fields appear: - **Select Question to Link** — choose the application form question that should determine whether this reference is required. Only questions from steps that appear *before* the Reference step will be available to select. - **Select Trigger Value** — choose the specific answer that will trigger this reference form. The reference will only be requested when the applicant selects this value. Leave the toggle **off** if this reference should be requested for all applicants by default. **Important:** All application form questions will appear in the dropdown, but only questions from steps that appear *before* the Reference step will work as triggers. If you link to a question that appears after the Reference step, the applicant will not have answered it yet at that point in the form, and the trigger will not fire.  **Form Settings** Configure how this reference form type behaves once it is in use: | Setting | What it does | | --- | --- | | **Prevent referees from editing a submitted reference** | Once a referee submits their reference, they will not be able to return and make changes. | | **Allow uploaded references** | Referees can upload a document in place of completing the online form. | | **Allow resending reference request after completion** | Permits a new reference request to be sent even after a reference has already been completed — for example, if an applicant resubmits their form. | | **Prevent any further references being submitted** | Locks the reference form once a response has been received, preventing additional submissions. Can be manually turned on to enforce deadline. | ##### **Choose Icon** Select an icon to visually represent this reference type. The icon appears in the admin interface and on the applicant's References step, making it easier to distinguish between multiple reference types at a glance.![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Apr-24-2026-12-08-30-2639-PM.png?width=670&height=194&name=image-png-Apr-24-2026-12-08-30-2639-PM.png) Once you have completed all fields, click **Create** to save the new form type. It will appear in the Reference step alongside any existing form types. **Tip:** After creating a form type, visit [**How to edit questions on a reference form**](https://helpdesk.applicaa.com/reference-email?hsLang=en) to customise the questions your referee will be asked to complete. ##### **What the applicant sees** Applicants encounter a dedicated **References step** in their application form. This step shows only the reference types that apply to them based on their answers. They are asked to provide referee contact details for each required reference type before they can submit. ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Apr-24-2026-12-14-23-4393-PM.png?width=670&height=318&name=image-png-Apr-24-2026-12-14-23-4393-PM.png) If a conditional trigger is activated by an earlier answer, the applicant sees an alert in that step notifying them that an additional reference will be required. --- ### **What admins see** On the Student Registration List/Table, applicants with multiple references show an **aggregate status badge** — for example, **2 of 3** or **⚠ 1 Failed** — so you can see overall progress at a glance. Clicking the **↗ arrow** on any row opens a Reference Status Panel showing each reference type individually with its own status and actions. ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Apr-24-2026-12-18-50-4125-PM.png?width=545&height=573&name=image-png-Apr-24-2026-12-18-50-4125-PM.png) On the student profile, a dedicated **References tab** shows all reference types for that applicant, with expandable cards for each one containing referee details, completed Q&A, and a Download PDF option. ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Apr-24-2026-12-17-33-0148-PM.png?width=670&height=196&name=image-png-Apr-24-2026-12-17-33-0148-PM.png) **Tip:** To manage and view awaiting or submitted references — including resending requests, following up with referees, and downloading completed reference records — see [How to manage awaiting reference requests.](https://helpdesk.applicaa.com/managing-reference-requests?hsLang=en) --- ### **Turning off references for a form** If a particular application form does not require references at all, you have two options to remove it from view entirely: - **Turn off the Reference step** — in your application form settings, locate the Reference step and toggle it off. This removes the References step from the applicant's form journey so students will not be asked to provide referee details. - **Hide the References tab from the student profile** — in the application form steps list, find any phase that contains a Reference step and turn off the **Visible on Student Profile** toggle. This prevents the References tab from appearing on the student profile for applications under that form. **![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Apr-24-2026-12-36-47-0232-PM.png?width=670&height=134&name=image-png-Apr-24-2026-12-36-47-0232-PM.png)** **Note:** Both options can be used independently. Turn off the step to stop collecting references from applicants, and turn off the Student Profile toggle to hide the References tab from admin view on the student profile. --- ### **Managing existing form types** From the Reference step you can edit, reorder, deactivate, or delete form types at any time. 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