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
Click in the search bar at the top of the candidate list
Type any part of the candidate's name, email address, or other details
Results will update automatically as you type (after a brief delay)
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
Click the filter icon to open the filter panel
Select your desired options from each filter dropdown
You can select multiple filters at once - they work together to narrow results
Click "Save" to apply the filters
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:
Click the filter icon to open the filter panel
Click the "Clear" button at the top of the panel
All filters will be reset to their default values
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:
Enter search terms in the search bar
Apply one or more filters
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