How to create a member or contact directory

Directories allow you to publish a searchable, filterable list of people or organisations from your contact database. This is perfect for creating a list of individual members, a list of member organisations, or a staff list.

Before you begin, ensure the Directory feature is active by navigating to Settings > Features and toggling it on.

Here is the step-by-step process for setting up your directory.

Step 1: Define who to include (Create a Segment)

First, you must define which contacts will be included in your directory. This is controlled using a Segment.

1. Navigate to Contacts > Segments.
2. Click Add segment.
3. Set up the rules to capture the contacts you want to display. For example, you might filter for all contacts in the "Practitioner" group who have a "Valid" membership plan.
4. Give your segment a clear name (e.g., "Public Practitioners List") and click Save.

Step 2: Create the directory and configure fields

This step involves creating the directory itself and choosing which information fields to display.

1. Navigate to Contacts > Directories.
2. Click Add directory.
3. Choose whether to display Organisations or People.
4. Give the directory a Name (e.g., "Find a member").
5. On the Settings tab, select the Segment you created in Step 1.
6. Click the Person fields tab (or Organisation fields). This page lists all available fields, including contact details and custom fields.
   • To show a field: Check the Display box.
   • To add a filter for a field: Check the Filter box. This is only available for fields with pre-defined values.
7. Click Save at the bottom of the page.

Note: Custom fields (like a 'Personal Bio' or 'Qualifications') must be created in Settings > Custom fields before they will appear as an option on this page.

Step 3: Add the directory to a website page

Now that your directory is configured, you just need to add it to a public page on your website.

1. Navigate to the website page where you want the directory to appear (or create a new page).
2. Click Add block and select Directory.
3. Click on the new Directory block that has appeared on the page.
4. From the dropdown menu in the block's settings, choose the directory you just created (e.g., "Find a Practitioner").
5. Save and Publish the page.

💡 Important: Why are my contacts not appearing?

If you find that contacts you expect to see are missing, it is often because a contact must meet the following two conditions to be displayed:

1. They must be in the Segment: The contact's details must match the rules of the segment you linked in Step 2 (e.g., they are an "Active" "Practitioner").
2. They must have opted in: The contact must also have the 'Appear in directories' permission checked on their contact profile.

Even if a contact is in the correct segment, they will not be shown in the directory unless this 'Appear in directories' box is also checked.

This preference can be set manually by an administrator, via a contact import, or by the contacts themselves in their "My Account" area.