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How to configure reference form settings

This guide covers all configuration settings available within the Reference step, including step-level visibility, general settings that apply across all form types, and per form type settings that control individual reference behaviour.

Getting there

Navigate to:

Settings › Application Form › Reference step
 
 

Step visibility settings

At the top of the Reference step, Enable for toggles let you activate or deactivate references separately for Internal and External applicants.

For more advanced visibility controls — such as removing the References tab from the student profile — click the pencil icon next to the "References" heading to open the Edit Step: References modal.

The following toggles are available in this modal:
Toggle What it controls
Visible to Internal Students Turn off to hide the References step from internally registered students. They will not be asked to provide referee details.
Visible to External Students Turn off to hide the References step from externally registered applicants. They will not be asked to provide referee details.
Visible to Student Profile Turn off to hide the References tab from the student profile. For the tab to be fully hidden, this must be turned off on every phase that contains a Reference step — if any phase still has it enabled, the tab will remain visible.

Once you have made your changes, click Update Step to save.

General Reference Settings

Scroll down the Reference step to find the General Reference Settings section. The setting "Reference request is required before moving an application to be Completed" can be toggled separately for Internal and External applicants.

Setting state What happens after an applicant submits
On The application is marked as Awaiting Reference. A reference request email is automatically sent to the referee.
Off The application is marked as Completed. No reference request email is sent to the referee.

Per form type settings

Each reference form type in the Reference Form Types panel has its own ON/OFF toggle. This controls whether that specific form type is active — turning it off deactivates it without deleting it, leaving all its configuration intact. This is independent of the global Enable for toggles at the top of the Reference step.

To access the full configuration settings for a form type, click the pencil icon next to the form type name. This opens the Edit Reference Form Type modal — separate from the pencil icon next to the References heading above.

Under Form Settings, the following options are available:

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.
Overwrite student grades with referee grades When enabled, grades submitted by the referee will overwrite any grades already recorded against the student. Only available on the Academic Reference form type.
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. Switch this off to prevent duplicate requests being sent on resubmission.
Prevent any further references being submitted Locks the reference form once a response has been received, preventing any additional submissions.

Note: If your school uses multiple reference types, Form Settings must be configured separately for each form type by clicking the pencil icon on each one.

Tip: You can also set up automated reminder emails to chase referees who have not yet completed their form. This is configured in the Communications area, not within the Reference step. See How to create an automated reminder for incomplete referee forms for full instructions.