Member Directory

The Member Directory displays the details of all members in the database in a table. The directory will automatically be named according to the type of member at the organization e.g. 'Member Directory' or 'Employee Directory'.

Directory Format

The following columns are displayed in the table: Forename, Surname, Membership Category (of last subscription), Email 1 and Gender, View button, Admin button (only visible to organization officials).

The columns are sortable: click column heading once to sort in ascending order; click again to sort in descending order.

The email addresses are displayed as clickable hyperlinks.

There may be hundreds of members in the Member Directory. In most cases it would be impractical to display all members at once so the table has pages. There is a drop-down control for the user to choose how many results to display on a single page. The user navigates through the pages using the hyperlinked page numbers are the top of the table.

Filtering

The Member Directory will often be used to look up a particular member or members matching certain criteria. There are several filtering options to help find the results you need as quickly as possible.

Search Expression - simply type the expression or part of the expression you require e.g. 'John Smith'. The application will search all the name, phone, email, membership category and membership year fields in the database and will return all matches.

Membership Category - select from a drop-down list.

Gender - select from a drop-down list.

Role within Organization - select from a drop-down list e.g. member, official, coach etc.

Status - select one of the option buttons e.g. show all, show current members only, show former members only.

Once all your specifications have been selected click the Refresh button and the application will return the results from the database which match all the specified filtering criteria.

Access

The Member Directory is accessible only to fully paid up organization members and organization officials. The directory can only be accessed once the user has performed a secure login. The directory is secure and details cannot be intercepted by third parties. Former members are locked out of the directory as soon as their membership expires. Members who have registered but not joined yet are not entitled to view the Member Directory. Organization staff and officials are able to access more features than ordinary members.

Sharing

When a member registers or edits his personal details, there is an option to share each of the contact details in the Member Directory. If no personal details have been shared by the member then only the Name, Membership Category, Year and Gender will be visible to other members. All contact details will be marked as 'hidden'. The only exception to this is that organization staff or officials will have unhidden access to the Member Directory. If a member has not shared any of his contact details he will be notified by a message on the Welcome Page when he logs in. Members are encouraged to share their contact details with other members as this makes communication with other members much easier and relieves the workload of organization staff. An example of when sharing is particularly important is for a sports club when a tournament is in progress. If matches are to be arranged, it is very helpful if all participants have shared their contact details. A member can share, hide or remove contact details at any time using the My Personal Details link from the Welcome Page.

Features - General

View Button

Click any View button to display the Contact Details Page for a particular member. This page displays: Membership Category, Home Address, Home Phone, Business Phone, Mobile Phone, Email 1 and Email 2. Click Back to return to the Member Directory.

Features - Organization Officials

The following features are only available to Organization Officials such as Committee Members, Coaches or Team Captains. The details in the Member Directory are unhidden to these verified individuals, even if a member has not chosen to share his details with other members.

Email List

There is a Select column visible to officials. Use this to select any of the visible members in the table. Once selected click the 'Email List' button to create a static Email Distribution List. This list can be saved for future use with the Send An Email facility.

More help on Email Distribution Lists.

Mail Merge

There is a Select column visible to officials. Use this to select any of the visible members in the table. Once selected click the 'Download Mail Merge File' button to save all the members and their contact details in a comma separated text file. It is important to save this file as *.csv even if prompted to save as .xls otherwise formatting issues will arise. This file can be imported into Windows applications such as Excel or Outlook. It can also be used in any application with a mail merge facility. The data can be used to send letters to all members in the file and individual address labels can be printed etc. etc.

More help on Mail Merge features.

Features - Administrative Staff

The following features are only available to staff with administrative duties such as the Membership Secretary or the Treasurer.

Admin Button

Click the Admin button for any member in the directory and you will be taken to the Aministration Menu page where you can view or edit details for that member.

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