Filtering Candidates

RefNow provides powerful filtering and search tools to help you quickly find specific candidates from your list. You can filter by multiple criteria and combine them with search to narrow down your results.

Accessing Filters

Filters are located at the top of the candidate list on the Requests page. You'll see:

• A search bar on the left
• A sort dropdown in the middle
• A filter icon button on the right (with a badge showing the number of active filters)

Searching Candidates

The search bar allows you to quickly find candidates by typing their name, email, or other identifying information.

How to Search

1. Click in the search bar at the top of the candidate list
2. Type any part of the candidate's name, email address, or other details
3. Results will update automatically as you type (after a brief delay)
4. Clear the search by deleting the text in the search bar

Note: The search is case-insensitive and searches across multiple candidate fields.

Filter Options

Click the filter icon to open the filter panel. You can filter by:

1. Status

Filter candidates by their reference status:

• All: Shows all candidates regardless of status
• Completed: Candidates with completed references
• Incomplete: Candidates with pending or incomplete references
• Declined: Candidates whose references were declined

2. Active Status

Filter by whether candidates are active or archived:

• Any: Shows both active and archived candidates
• Active: Shows only active candidates (default)
• Archived: Shows only archived candidates

3. Verified

Filter candidates by verification status:

• All: Shows all candidates regardless of verification status
• Yes: Shows only verified candidates
• No: Shows only unverified candidates

4. Tags

Filter candidates by tags assigned to them:

• Select from a dropdown of all available tags created for your organisation
• Tags appear as coloured chips matching their assigned colours
• Only candidates with the selected tag will be shown

Note: If no tags have been created, this filter will be disabled. Super Admins can create tags from the My Organisation settings page.

5. Created by Team

Filter candidates by which team created the reference request:

• Select a team from the dropdown
• Shows only candidates whose reference requests were created by members of that team

6. Created by User

Filter candidates by which user created the reference request:

• Select a user from the dropdown
• Shows only candidates whose reference requests were created by that specific user

7. Type of Check

Filter candidates by the type of background check:

• All: Shows all candidates
• DBS Check: Shows candidates with DBS checks
• Digital ID Check: Shows candidates with digital ID checks

Using Filters

Applying Filters

1. Click the filter icon to open the filter panel
2. Select your desired options from each filter dropdown
3. You can select multiple filters at once - they work together to narrow results
4. Click "Save" to apply the filters
5. The filter panel will close and your filtered results will appear

Filter Badge

When filters are active, you'll see a badge with a number on the filter icon button. This number indicates how many filters are currently applied.

Clearing Filters

To clear your filters:

1. Click the filter icon to open the filter panel
2. Click the "Clear" button at the top of the panel
3. All filters will be reset to their default values
4. Click "Save" to apply the cleared filters

Alternatively, you can manually reset each filter dropdown to "All" or its default value.

Sorting Candidates

In addition to filtering, you can sort candidates:

• Newest: Shows the most recently created candidates first (default)
• Oldest: Shows the oldest candidates first

To change the sort order, select your preferred option from the sort dropdown next to the search bar.

Combining Filters and Search

You can combine search and filters for more precise results:

1. Enter search terms in the search bar
2. Apply one or more filters
3. The results will show candidates that match both your search terms AND all selected filters

Example: Search for "John" and filter by "Completed" status to find all completed references for candidates named John.

Best Practices

• Start broad, then narrow: Begin with search or a single filter, then add more filters to refine results
• Use tags consistently: Tag candidates consistently to make filtering by tags more effective
• Clear filters regularly: Remember to clear filters when you're done to avoid confusion later
• Combine search and filters: Use search for quick finds, filters for systematic filtering
• Check the badge: The filter badge number helps you remember how many filters are active

Common Filter Combinations

Finding Active Incomplete References

• Set Active Status to "Active"
• Set Status to "Incomplete"

Finding Candidates by Department

• Select the appropriate Tag for the department
• Optionally add Status filter for more refinement

Finding Your Own Candidates

• Set Created by User to your name
• Add Status filter if needed

Troubleshooting

No results found

If you see "No matches found":

• Check that your filters aren't too restrictive - try removing some filters
• Verify your search terms are spelled correctly
• Make sure you're not filtering for archived candidates when you want active ones
• Clear all filters and search to see all candidates

Filters not saving

If filters don't apply:

• Make sure you clicked "Save" after selecting filters
• Try closing and reopening the filter panel
• Refresh the page if the issue persists

Filter options are disabled

If a filter dropdown is disabled:

• That filter may not have any options available (e.g., no tags created, no teams set up)
• Contact your Super Admin to set up the necessary data