The Directory houses all active members and staff members on the website. It is necessary for anyone using the website to be in the Directory in order to have website access, however, you may turn off any user’s ability to access the website at any time. The Directory is typically set up with a sync to the club’s accounting system using Clubessential’s application RosterSync, or it may be synced using the Office Products. Both systems allow club admins to update their accounting software for member changes that will then update on the website Directory (Office systems update automatically so changes must occur within the Office accounting suite, while 3rd party systems must be updated manually by running RosterSync).
In order for any member, or staff member, to have access to the website, they must first be active in the Directory. The Directory is used to house member information such as: membership status, membership start and expiration date, contact information, affiliated groups or organizations, and account information. The Directory is also used to provide login information, and website privilege level (no access, member access, editor access, admin access).
This video provides an overview of how to use the tool functionality to Directory Management.
Note: Sections of the video have been referenced below with corresponding times in the video for ease of access
|Total Video (Length)||8:39|
|Accessing the Directory||0:41||Adding Staff Member||4:24|
|Directory Overview||1:12||Advanced Search||5:57|
|Viewing & Editing Member Profiles||2:26||Running Directory Field Reports||6:17|
|Updating Usernames & Passwords||3:11||Directory Settings||6:59|
|Staff Directory Tab||3:43||User Statistics Tab||7:43|
Accessing the Tool
Admins: Hover over Admin bar in the left hand corner of the screen, select Directory.
Editors: Hover over Admin in the main navigation, select Main Tools, and then Directory.
The following Directory interface screen will launch.
Directory Tabs for Admins/Editors
The Directory will offer different options and views depending on if you’re a member compared to being an Admin or Editor. Below will detail the layout for Admins/Editors.
This is the first tab in the Directory, which will list members in the Directory.
Use the Search Field to search for members by Last Name, First Name, Member Number, or Email.
The Active Members Dropdown allows you to toggle between various lists to show: active members, inactive members, and members. Note: members can stay in the directory and be inactive unless removed.
Click on the letters to show members with a last name starting with that specific letter.
Click Show All to list all members on the screen at once.
Click the Edit Disclaimer link to open the Editor to add text, hyperlinks, or imagery above the Directory Listing. This will be visible on the Club Members, Staff tab, and My Profile page. This is a great area to add cross-marketing or disclaimers on the Directory.
Members in the Directory will typically be listed by Last Name, First Name along with their contact information such as: local address and phone number.
Click on a member’s name in order to view their profile and to make edits to their profile.
Editing member profiles will be discussed later in this guide.
While in the member profile, you may also use the Impersonate User button to use the site as that particular member. If this option is not enabled for your club, contact Clubessential Support for assistance.
The fields that are displayed in the Club Members tab can be customized to offer other information provided in the Directory. Clubessential Support can assist with customizing this layout as needed.
Note: Fields that are listed in the Club Members tab will show to members.
At the bottom of the member’s list, is a legend that is important to note for future troubleshooting with member’s accounts and recognizing website privilege level.
The Staff Tab offers similar options as the Club Members tab, but it is limited to Staff Members.
You can search staff members using their last name, first name, member number, or email address.
Staff members are listed by the letter corresponding with the first letter in their last name.
Show All Staff will list all Staff members at once.
Staff members are typically added manually as most clubs do not have staff in the accounting system, so staff members must be added using the Add Membership button. This will be discussed later in this guide.
The My Profile page will pull up the profile listed with the account that one is logged into.
The Profile will list all account information on file for the member.
Editing Profiles will be discussed later in this guide.
The Search tab allows you to search for members, staff, admins, or editors based on specific criteria.
Any information that is used in the Directory can then be searchable to find appropriate members, staff, admins, or editors.
Simply follow the prompts for information you’re looking for and then click Search for Members at the bottom of the screen to return results.
The Export tab is used to export directory fields into a .csv file for use offline.
First, using the Users to Export drop-down, choose to pull fields for Members, Staff, or Both Members and Staff.
Using the Available Directory Fields box, click fields you would like to export and then click the Add to Export button.
Once all fields are in the Included Directory Fields box, you can choose to reorder or remove fields by using the Move Up, Move Down, or Remove Buttons.
To create the export, click Run Export.
This will then generate a downloadable .csv file with the information based on the fields chosen.
The Settings tab offers various settings for the Directory such as: tab settings, profile settings, relationship name settings, and notification settings.
The Tab Settings allow admins to customize the names of the Directory Tabs. Unchecking the checkbox next to a tab name will remove this tab from display from members.
Under Profile Settings, check or uncheck boxes for various profile settings.
Relationship Name Settings can be altered by typing in alternate names, and then clicking Save Relationship Names.
Under Notification Settings checkmark or uncheck options like Email Member on Username Change to alter the notifications members receive when making changes in the Directory.
Admins or Editors may receive emails when a member, staff, admin/editor changes information by adding an email address in the Address(es) to Send Notification To and Send Notification Email When Admin Updates Profile fields.
The User Statistics tab will list all users in the Directory with information on their First Login, Last Login and Logins During Time Range.
Using the Datepicker, you can change the date range to pull data within a certain timeframe. Click Refresh to load the new dates.
Clicking View next to the user’s name will take you to the user’s profile to make profile updates as needed. (For instance, if someone still has access to the website that shouldn’t and that user has logged in).
Click More Usage Stats to jump to the Site Statistics Module to run a detailed report on user logins that can be exported to a .csv file.
Adding a Membership
Memberships may need to be added manually on the website for circumstances such as adding Staff members. Since most club’s member directory will be based on an accounting sync there is no need to add members manually, in fact it is not recommended to add members manually in most cases. Members should always be added to the accounting system first to allow the sync to pull information into the website.
The Add Membership button is located in the Admin Bar of the Directory. This will be available on any tab within in the directory, so you may use it in any location of the directory itself.
Click the Add Membership button to begin adding a new membership.
Follow the text field prompts to add in relevant information. Fields with a red asterisk next to them are required and information must be added.
When adding a Membership Number for a Staff member, it is recommended to use their last name and not an actual number as to not conflict with actual member numbers. If you are adding a member manually, be sure that the member number is not in use and is recorded in the accounting system so there are not duplicates. Duplicate membership numbers will lock both accounts out of the website until unique membership numbers are assigned.
Add a username and password for the user and provide this to the user for their first login.
Beneath the username and password field, there are two checkboxes for ‘Ask user to change username/password on next login’ and ‘Lock User From Logging In’. The first option is always checked by default, this will prompt the user to update their information upon first login. The second option is only used if the user must be locked out of the website.
The User Type and Admin Level are extremely important when setting up a new account since this will denote if the user is a member or staff and provide the appropriate privilege level.
- No Admin Access: access to the website, but no Admin or Editor access
- Editor: access to Editor functions (typically used for staff that may edit pages on the website and use limited modules)
- Admin: access to Admin functions (fully managers of the website)
Once the appropriate information has been added to the profile, click Create Membership at the bottom of the page to add the membership.
If you receive a pop-up denoting the password is not secure, click OK to override as this is a temporary password only used for the first time login.
You may edit a member or staff member’s profile by clicking on their name in the directory.
Once in their profile, click the Edit This User button.
From here, you can update any field as needed. Click Save Member at the bottom of the screen to update the information.
Q: A member that was recently added to the directory is unable to be found by other members, why?
A: Find the member in the directory as an Admin or Editor - if the member’s name is Red then the member is hidden in the roster. You can change this by clicking their name > edit this user > and then make sure that the Display this user in the Directory checkbox is marked > save.
Q: I have a staff member that needs to receive emails from the website, but they cannot edit or login to the website - how do I add them?
A: Add the staff member as usual with the appropriate information, but click the Lock User From Logging In checkbox. Further, do not provide the login credentials to the user. Make sure the staff member is an Admin Level or No Admin Access.
- It is best to never add members manually as members should be synced from the accounting system only.
- When adding Staff members, be sure to set their user type to Staff so the staff member shows in the staff directory and not in the member directory.