Search Best Practices

Overview

This guide provides best practices and strategies for getting the most out of semantic search in SSAdmin. Learn how to craft effective queries and interpret results.

Search Strategy

Start Simple

Begin with basic information and refine:

1. Single Name: Start with first or last name
2. Review Results: Check top 5-10 matches
3. Add Details: Include campus, level, or intake if needed
4. Refine: Narrow down until you find the right person

Example:

• Query: "John" → 50 results
• Query: "John Lagos" → 10 results
• Query: "John Lagos Level 2" → 2 results

Use Natural Language

Semantic search understands context:

Good Queries:

• "Students from Abuja campus"
• "Instructors teaching Kainos"
• "Level 2 September intake"
• "Alumni graduated 2024"

Also Works:

• "John Doe"
• "john.doe@example.com"
• "RD-2024-001"
• Partial names or typos

Combine Information

Mix different types of information:

• Name + Campus: "Mary Johnson Lagos"
• Name + Intake: "David October 2024"
• Email + Level: "student@email.com Level 1"
• ID + Campus: "RD-2024-123 Abuja"

Query Patterns

Finding Specific Students

Pattern: [Name] [Campus] [Level/Intake]

Examples:

• "Sarah Williams Lagos Level 1"
• "Ahmed Ibrahim Abuja October"
• "Grace Okafor Port Harcourt"

Finding by Email

Pattern: [email@domain.com] or [partial-email]

Examples:

• "john.doe@gmail.com"
• "sarah.student"
• "@rhemanigeria.com"

Finding by ID

Pattern: [RD Number] or [Student ID]

Examples:

• "RD-2024-001"
• "STU-2024-123"
• Partial: "RD-2024"

Finding Instructors

Pattern: [Name] [Specialization] or [RD Number]

Examples:

• "Pastor Michael leadership"
• "RD-2020-045"
• "Instructor Kainos"

Handling Ambiguous Results

Too Many Results

Problem: Search returns 100+ results

Solutions:

1. Add campus name
2. Include level or intake
3. Add more name details (middle name)
4. Use email or ID if known

Example:

• Before: "John" (100 results)
• After: "John Smith Lagos Level 2" (5 results)

Too Few Results

Problem: Search returns 0-2 results

Solutions:

1. Remove some search terms
2. Check for typos
3. Try just first or last name
4. Use different name variations

Example:

• Before: "Johnathan Christopher Smith Lagos Level 2 October" (0 results)
• After: "John Smith" (8 results)

Similar Names

Problem: Multiple people with same/similar names

Solutions:

1. Check student ID in results
2. Review campus and intake
3. Look at profile pictures
4. Check email addresses

Search Optimization

For Speed

1. Be Specific Early:

   • Include unique identifiers first
   • Use email or ID when possible
   • Add campus to limit scope

2. Use Filters:

   • Combine search with page filters
   • Filter by level, intake, status
   • Narrow campus scope

For Accuracy

1. Verify Top Results:

   • Always check top 3-5 results
   • Confirm identifying details
   • Check profile information

2. Use Multiple Searches:

   • Try different name variations
   • Search by different fields
   • Cross-reference results

Common Scenarios

Scenario 1: Student Name with Typo

Situation: Parent calls about "Micheal Adebayo" but name is actually "Michael Adebayo"

Solution:

1. Search "Micheal Adebayo"
2. Semantic search finds "Michael Adebayo"
3. Verify with parent using other details
4. Access correct student record

Scenario 2: Partial Information

Situation: Only know first name "Grace" and campus "Lagos"

Solution:

1. Search "Grace Lagos"
2. Review all Grace's from Lagos
3. Ask for additional details (intake, level)
4. Refine search with new information

Scenario 3: Email Lookup

Situation: Need to find student by email quickly

Solution:

1. Paste full email into search
2. Semantic search finds exact match
3. Access student profile immediately

Scenario 4: Alumni Search

Situation: Alumni calls but you're not sure which list they're in

Solution:

1. Search in Alumni list first
2. Try Certificate Holders if not found
3. Check Withdrawn/Deferred if still not found
4. Semantic search works across all lists

Working with Campus Admins

Campus-Scoped Search

Campus Admins automatically see only their campus:

• Search limited to assigned campus
• No need to specify campus in query
• Results always campus-specific

Best Practice:

• Campus Admins can use shorter queries
• No need to filter by campus
• Focus on name, level, intake

Cross-Campus Search (HQ Only)

HQ Admins search across all campuses:

• Results include all campuses
• Specify campus to narrow results
• Use campus filters for better performance

Best Practice:

• Include campus in query when possible
• Use filters for specific campus search
• Review campus field in results

Advanced Tips

Fuzzy Matching

Semantic search handles:

• Name variations: "Mike" finds "Michael"
• Common misspellings: "Tunde" finds "Tounde"
• Phonetic similarities: "Mohamed" finds "Muhammad"

Multi-Word Queries

Order doesn't always matter:

• "John Lagos" = "Lagos John"
• "Level 2 Sarah" = "Sarah Level 2"
• System understands context

Empty Results Strategy

If search returns nothing:

1. Step back: Remove most specific terms
2. Go broader: Use just first or last name
3. Try variations: Different spelling, nickname
4. Check filters: May be hiding results
5. Verify existence: User might not exist

Performance Tips

Fast Searches

• Use email or ID for instant results
• Be specific to reduce result set
• Combine search with filters

Slow Searches

Avoid:

• Very broad queries ("student")
• Single letters ("J")
• Common words without context

Measuring Success

Good Search Practice Indicators

✅ Find target user in top 5 results ✅ Search takes less than 5 seconds ✅ Use 2-4 search terms average ✅ Combine search with filters effectively

Areas for Improvement

❌ Scrolling through 50+ results regularly ❌ Making 5+ searches to find one person ❌ Always using exact full names ❌ Not utilizing filters

Quick Reference

Search Checklist

Before searching:

• Know at least partial name or email
• Have campus info if HQ Admin
• Understand which list to search
• Ready to refine if needed

When searching:

• Start with known information
• Review top 5 results first
• Add details if too many results
• Remove terms if too few results

After searching:

• Verify correct user found
• Check profile details match
• Note effective search terms for future

Related Features

• Semantic Search Overview - Main semantic search documentation
• Search Troubleshooting - Common issues
• User Management - User management features