Mosaic provides flexible search options so you can find person records even when names are spelled differently or you only have partial details. You can access the search from the Quick Start menu or from within a workflow step or form. The search supports phonetic matching, address-based filtering, and direct ID lookups.
Search criteria
You can search using any combination of the following fields:
Field | Notes |
Last Name | Supports wildcard matching (%) and phonetic matching. |
Date of birth | Can be a full date or partial. |
Post code | Filters by address. |
Building | Building name or number. |
Street name | Street name filter. |
Person reference | Direct lookup by Mosaic person ID. |
Other reference | Lookup by an external reference number. |
Context | Filter by Child or Adult. |
Gender | Gender filter. |
Age range | Search by age from and age to. |
⚠️ Important: You must enter at least one search field before the search will run. If no fields are populated, an error message is displayed.
Search for a person
Open the person search screen from the Quick Start menu, or from within a workflow step or form.
Enter your search criteria. At a minimum, enter one field such as Last name or Person reference.
Optionally, add further details such as Date of birth, Post code, or Building to narrow results.
Click Search.
Review the results. Each result shows the person's name, address, restriction status, assigned workers, and any active care packages.
Select a person to open their person summary page.
🤓Tip: If you know the Mosaic person ID, enter it in the **Person reference** field for a direct lookup.
What search results show
Each search result includes enriched information to help you identify the right person without needing to open every record:
Name and date of birth.
Primary and contact address.
Restriction status (whether the record is restricted).
Active care packages.
Currently assigned workers.
How name matching works
Mosaic uses two methods to match names:
Soundex (phonetic) matching | compares how names sound rather than how they are spelled. For example, "Smith" and "Smyth" would both match. |
Transposition detection | the system also tries swapping the first name and last name to catch common data entry errors. For example, searching for "John Smith" would also check for records entered as "Smith John". |
Too many results
If your search returns too many results, Mosaic displays a message asking you to refine your criteria. Add more detail to your search, such as a date of birth or post code, to narrow the results.
Search audit trail
Every person search is automatically recorded for compliance purposes. The search criteria you used are stored in an audit trail. You do not need to do anything to trigger this, it will happen automatically.
📌 Note: The audit trail records what was searched, not what results were returned. This supports your organisation's data access compliance requirements.