The Templates tool allows you to build custom questionnaires for your references, control automation settings, and track completion progress.
Only users with Owner or Administrator roles can manage templates.
Go to Settings in the side navigation.
Select Templates.
Templates are categorized by Mode. You must have at least one template assigned to each mode:
Character: For personal references (mentors, professors).
Professional: For direct managers and supervisors.
HR: For official employment and timeline verification.
Creating a New Template: Each brand-new custom template costs 5 credits. This fee is deducted the moment you click "Save" for the first time.
Editing a Template: Once a custom template is created, you can edit its questions at any time for free.
System Templates: Every account includes three "System" templates (Character, Professional, HR). These are professional standards provided by Smile Checks. They are free to use but cannot be edited.
When creating a custom template, you can add various question types:
Text & Long Text: For open-ended feedback.
Dropdowns & Checkboxes: For structured multiple-choice answers.
Boolean (Yes/No): For quick verification.
Static Text: To provide instructions or context to the reference.
Tip: You can use the up and down arrows to reorder questions in your builder.
In the Templates dashboard, you can control how invitations are delivered to your references using the Auto-Send toggle for each mode.
Auto-Send ON: As soon as a candidate provides a reference's details, the system instantly sends the invitation link to that reference. This is the fastest way to complete checks.
Auto-Send OFF: The reference is added to the system, but the link is not sent. You must manually click "Send Invitation" from the check request view. This is ideal if you prefer to call the reference first.
You can monitor the status of every questionnaire directly from the Requests list by clicking into a specific candidate's request. Look for the Questionnaire column:
| Status | Meaning | Action |
✓ Completed | The reference has submitted the form. | Review the results in the report. |
Sent | The link is in the reference's inbox. | You can copy the link to send it manually if needed. |
Pending | The system is waiting to send the link. | Check if Auto-Send is turned off. |
✗ Failed | A technical error occurred (e.g., invalid email). | Click the Retry button to try again. |
Q: How long do the links last?
A: For security, reference links expire after 15 days. If a reference clicks an expired link, they will see a "window expired" message. You can generate a fresh 15-day link by clicking the Retry button in the questionnaire status column.
Q: Can I delete a question if I've already used the template?
A: Yes. Deleting a question from a template will not affect reports that have already been completed, but any new references will not be asked that question.
Q: Why is my "New Template" button grayed out?
A: Creating a custom template requires at least 5 credits in your balance. Please top up your credits to enable this feature.
If you encounter any issues building your templates or if a "Failed" status persists, please contact Smile Checks Support at support@getsmilechecks.com.