Searches
A search finds a record in the Hub so that a later step can use it. The app has 22 searches, named Find …, and one combined step, Find or Create Candidate. Searches only read, so none of them spends credits, sends an email or changes anything.
How a search behaves
First page only. A search returns the first page of the Hub's list, 25 rows, newest first where the Hub can sort that way. Zapier uses the first row as the result and can make the others available to a later step. If you need a particular record, add a filter so it is the first row.
Nothing found. A search that finds nothing returns no result, and Zapier then follows what you set for the step: either the Zap stops at that step, or, where you chose it, goes on.
One record by its id. A search that looks up one record, for example Find Course Result, returns no result (not an error) when the Hub answers that the record does not exist.
Filters are optional. Fill in only those you need. A blank filter is not sent. Dates are UK calendar days, and filter moments are ISO 8601.
Find buttons. Wherever a step needs a candidate, a booking, an invitation, a registration, a reference request or a verification, the field has a Find button that runs the matching search for you, so you pick it by name or email and never type an id.
Scopes. A search needs the read scope in the table. If the key lacks it the step stops and names it.
Costs. Each search is one call against the key's hourly limit.
Find or Create Candidate
Find or Create Candidate looks for a candidate by name or email and, only when nobody matches, adds them (it runs Create Candidate). It is the only combined step. In Zapier you reach it by adding Find Candidate as an action step and turning on the choice to create the record if it does not exist. It needs
hub:candidates:read and hub:candidates:write.The Hub refuses an email address that already belongs to another candidate, so searching by email first is the safe way to add someone.
When the candidate is created, the Hub emails them an activation link unless Active is set to No. In a sandbox no email is sent.
Pair it with the Update Candidate action when you want create or update.
The 22 searches
In the tables, You must give lists the inputs you cannot leave empty, Filters the optional ones, and Returns the first fields of each row (Zapier lists them all). Every row also has an ID that Zapier uses.
Hub (core) (1)
Search | What it finds | You must give | Filters | Returns | Scope it needs |
|---|---|---|---|---|---|
Find Candidate | Finds a candidate in Hub by name, email, role or your own reference, newest first. | Nothing | Search Text, Compliance Status, Role, Active | Candidate Reference, First Name, Last Name, Name, Email, Roles and 5 more | hub:candidates:read |
Online Training (8)
Search | What it finds | You must give | Filters | Returns | Scope it needs |
|---|---|---|---|---|---|
Find Candidate with Training | Finds candidates who have Online Training, with the counts of courses assigned, completed and expired. | Nothing | Search, Candidate, Status, Has a Course Assigned, Course, Expires From and 1 more | Candidate Reference, First Name, Last Name, Email, Job Role, Client Record ID and 9 more | online-training:candidates:read |
Find Training Access | Finds where a candidate stands with their Online Training access: each course group's status and expiry, the terms they accepted, how they renew, and a quote for starting the groups that need access. | Candidate | None | Candidate Reference, Groups Group ID, Groups Title, Groups Payer, Groups Status, Groups Expires At and 17 more | online-training:candidates:read |
Find Payment Link Status | Finds where a candidate's payment link stands: pending, paid, expired, superseded, refunded or cancelled, with the amount. | Candidate, Payment ID | None | Status, Expires At, Paid At, Amount Gross Pence, Currency, Groups Group ID and 1 more | online-training:candidates:read |
Find Practical Training Result | Finds a candidate's practical training results together with their own online course results. | Candidate | Scope | Course ID, Course Name, Practical, Status, Grade, Assigned At and 2 more | online-training:results:read |
Find Renewal | Finds how a candidate renews: automatic or manual, the open renewal request waiting for approval, the course groups that are due, and the credits an approval would take now. | Candidate | None | Mode, Open Request ID, Open Request Requested At, Open Request Source, Groups Due Group ID, Groups Due Title and 3 more | online-training:renewals:read |
Find Course Results | Finds a candidate's courses with their latest result: status, grade, assigned, completed and expiry dates, and whether a certificate is available. | Candidate | Scope | Course ID, Course Name, Group, Status, Grade, Assigned At and 3 more | online-training:results:read |
Find Course Result | Finds a candidate's latest result for one assigned course. | Candidate, Course | None | Course ID, Course Name, Group, Status, Grade, Assigned At and 3 more | online-training:results:read |
Find Renewal Requests | Finds manual renewal requests, newest first, with who asked, when it was approved or declined and the credits an approval took. | Nothing | Status, Candidate | Candidate Reference, Status, Source, Requested At, Approved At, Declined At and 2 more | online-training:renewals:read |
Practical Training (3)
Search | What it finds | You must give | Filters | Returns | Scope it needs |
|---|---|---|---|---|---|
Find Booking Invitation | Finds practical training booking invitations, newest first. | Nothing | State, Candidate, Search, Created From, Created To | Candidate Reference, Candidate Name, Status, Course ID, Contact Name, Contact Email and 3 more | practical-training:bookings:read |
Find Practical Training Booking | Finds practical training bookings, newest first, whoever made them. | Nothing | Search, Candidate, Booking Status, Course, Location, Attendance and 6 more | Candidate Reference, Candidate Name, Course ID, Course Name, Location ID, Location Name and 13 more | practical-training:bookings:read |
Find Training Session | Finds practical training sessions your account can book: upcoming, with the course, location, free places and the price your account pays for one place. | Nothing | Course, Location, Start Date From, Start Date To, Only Sessions With Free Places | Course ID, Course Name, Location ID, Location Name, Location Address, Start Date and 4 more | practical-training:catalogue:read |
Registration Monitoring (3)
Search | What it finds | You must give | Filters | Returns | Scope it needs |
|---|---|---|---|---|---|
Find Registration Alert | Finds registration alerts, newest first: what changed, how severe it is, and which monitored registration it is about. | Nothing | Acknowledged, Severity, Type, Monitored Registration, Created From, Created To | Type, Type Label, Severity, Title, Previous Status, New Status and 8 more | registration-monitoring:alerts:read |
Find Monitored Registration | Finds registrations Hub monitors, newest first, with the latest check status and expiry. | Nothing | Search, Candidate, Regulator, Status, Monitored, Check Frequency and 2 more | Candidate Reference, First Name, Last Name, Email, Profession, Regulator and 12 more | registration-monitoring:workers:read |
Find Registration Check History | Finds the checks made on one monitored registration, newest first, with the status each found and whether it changed. | Monitored Registration | Checked From, Checked To | Checked At, Status, Status Label, Status Changed, Previous Status, Expiry Date and 2 more | registration-monitoring:verification:read |
References (1)
Search | What it finds | You must give | Filters | Returns | Scope it needs |
|---|---|---|---|---|---|
Find Reference Request | Finds reference requests, newest first, with their referees and progress. | Nothing | Search, Candidate, Status, Collection Mode, Expired, Fully Referenced and 2 more | UUID, Candidate Reference, Candidate Name, Candidate Email, Template ID, Template Name and 19 more | references:requests:read |
Virtual BLS (2)
Search | What it finds | You must give | Filters | Returns | Scope it needs |
|---|---|---|---|---|---|
Find Virtual BLS Booking | Finds Virtual BLS bookings, newest first. | Nothing | Search, Candidate, Status, Course, Upcoming Only, Past Only and 4 more | Candidate Reference, Candidate Name, Course ID, Course Name, Start Date, End Date and 11 more | virtual-bls-training:bookings:read |
Find Virtual BLS Free Timeslot | Finds free Virtual BLS timeslots for a course. | Course | Months Ahead, Only This Date | Date, Time, Course ID, Course Name | virtual-bls-training:catalogue:read |
Clinical Interviews (2)
Search | What it finds | You must give | Filters | Returns | Scope it needs |
|---|---|---|---|---|---|
Find Interview Booking | Finds clinical interview bookings, newest first. | Nothing | Search, Candidate, Booking Status, Interview Status, Interview Type, Upcoming Only and 5 more | Candidate Reference, Candidate Name, Candidate Email, Job Role, Interview Type ID, Interview Type Name and 17 more | clinical-interviews:bookings:read |
Find Interview Free Timeslot | Finds free clinical interview timeslots for an interview type. | Interview Type | Months Ahead, Only This Date | Date, Time, Interview Type ID, Interview Type Name | clinical-interviews:catalogue:read |
Clinical Appraisals (1)
Search | What it finds | You must give | Filters | Returns | Scope it needs |
|---|---|---|---|---|---|
Find Appraisal Booking | Finds clinical appraisal bookings, newest first. | Nothing | Search, Candidate, Booking Status, Appraisal Status, Appraisal Type, Created From and 1 more | Candidate Reference, Candidate Name, Candidate Email, Job Role, Appraisal Type ID, Appraisal Type Name and 12 more | clinical-appraisals:bookings:read |
Training Verification (1)
Search | What it finds | You must give | Filters | Returns | Scope it needs |
|---|---|---|---|---|---|
Find Training Verification | Finds training certificate verifications, newest first, with their status and charge. | Nothing | Status, Request Type, Candidate, Client Reference, Created From, Created To | Client Reference, Request Type, Status, Candidate Name, Candidate Email, Agency Name On Cert and 15 more | training-verification:read |
What searches return and do not
Searches return ids, statuses and dates, and a candidate's name and email where the step is about the candidate. They never return a phone number or date of birth, the video meeting link or password of a booking, a payment or invitation link, a referee's contact details or answers, an interview outcome or report, or the records a verification was matched against. Data protection has the full list.
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