Directory FAQs

This FAQ answers common Directory questions for Member365 administrators. Navigation and available options can vary by permissions and configuration.

How do I create a Basic Directory?

When would I use this? Use this when you need to create a Basic Directory. For example, a directory administrator may need this answer to publish accurate contact information with the right visibility.

This article will guide you through the first steps of creating a new directory. For a more in-depth guide on all of your options, we’ve created a guide that explores all of your configuration choices; you can find it by clicking here.

View the complete step-by-step guide.

How do I configure What Information Is Listed in a Directory as an Administrator?

When would I use this? Use this when you need to configure What Information Is Listed in a Directory as an Administrator. For example, a directory administrator may need this answer to publish accurate contact information with the right visibility.

This article will guide you through configuring which pieces of information are shown in a directory when accessing the system from the administrative interface. These settings not only concern whether the information is displayed but whether or not the individual must opt in or out of each field being displayed.

1. Login to your Member365 Administrator Dashboard, hover over ' Modules ' and, in the dropdown, hover over ' Directory .' Then, click ' Manage Directories ' in the subsequent dropdown menu.
2. Click the name of the directory you wish to configure.
3. Click the ‘ Field Permissions ‘ tab.
4. This page is split into two parts: the first relates to personal contact information and the second to the user’s business address. Note the two halves of the chart — ‘ Member Portal ’ and ‘ Public Website ’ — and the three fields below each: ‘Show’, ‘Force’, and ‘On By Default’.
5. Show makes a field available in the directory; On By Default displays it initially but lets a member hide it unless Force is enabled; Force makes it visible and prevents the member from hiding it. Set these separately for Member Portal and Public Website.
6. Scroll down to the second half of this page to change these settings for the user’s business address and contact information.
7. Scroll to the bottom and click ‘ Save ‘.

View the complete step-by-step guide.

How do I view and Edit my Directory Listing in the Member Portal?

When would I use this? Use this when you need to view and Edit my Directory Listing in the Member Portal. For example, a directory administrator may need this answer to publish accurate contact information with the right visibility.

The Directory is an important function within Member365 to look up, learn about, and connect with other members. Information on your Directory Listing may change. Keep reading to learn how to edit your Directory Listing in the Member Portal.

1. Log into the Member Portal
2. From the member portal dashboard, go to the main menu, click on " My Account"
3. In the dropdown that follows, click on "My Directory Listing"
4. Scroll down to the bottom of the page, and click on "Edit Directory Listing"
5. Here you can toggle if you appear at all within the Member Portal Directory and the Public Website Directory if that option is available. You can also check on and off checkboxes and decide what information appears, please note some items might be forced.
6. Once you've finished editing your information, scroll down and click "Update Directory Listing Settings."
7. Congratulations, you've edited your Directory Listing!

View the complete step-by-step guide.

How do I export Contact Information?

When would I use this? Use this when you need to export Contact Information. For example, a directory administrator may need this answer to publish accurate contact information with the right visibility.

This article will guide you through generating and exporting a report containing all contact information.

1. Log in to your Member365 Administrator Dashboard.
2. On the top bar, hover over ‘ Lists ‘ and click ' Create List '
3. Enter a name for your list, select who can access it, and click ‘ Continue ‘.
4. By default, a new list with no filters will contain all of the contacts saved in the CRM. Apply any filters you wish to apply, if any.
5. Click ‘ Export to Excel ‘.
6. In the ‘Export to Excel’ window that pops up (click ‘ Check All ‘ to fill in every box; this will ensure that all information is exported). Then click ‘ Download ‘ to complete the process.

View the complete step-by-step guide.

How do I switch to a Business Address Directory?

When would I use this? Use this when you need to switch to a Business Address Directory. For example, a directory administrator may need this answer to publish accurate contact information with the right visibility.

This article will describe how to switch a directory’s format to include business addresses. Business addresses do not appear in the directory by default: default settings are optimized for individual member-based organizations. If your memberships are group memberships (i.e., businesses or organizations), you may wish to adjust the settings so those who use the directory are connected with data that is more useful to them in such a context.

1. Login to your Member365 Administrator Dashboard, hover over ' Modules ' and, in the dropdown, hover over ' Directory .' Then, click ' Manage Directories ' in the subsequent dropdown menu.
2. Click the name of the directory you wish to edit.
3. Find the ‘ Format ’ question and click ‘ Organization ‘.
4. Click ‘ Save ‘.

View the complete step-by-step guide.

If an option described here is unavailable in your system, contact Member365 Support.

How do I hide members' membership status in a directory?

When would I use this? Use this when people can see members' current membership status in a public directory or in the Member Portal and your organization does not want to display it.

Before you begin: Sign in as an administrator and identify the directory whose display settings you want to change. The public and portal versions have separate settings.

Steps in Member365:

1. Open Modules > Directory > Manage Directories.
2. Select the directory you want to change.
3. Open Public Directory and turn off Show membership status? if you want to hide the status from public visitors.
4. Open Portal Directory and turn off the same setting if you also want to hide it from signed-in members.
5. Click Save.

Expected result: Membership status no longer appears in the directory views you changed.

Test before going live: Check the public link in a signed-out browser and the portal directory as a member.

What happens next? Repeat these settings for any other directory that should follow the same rule.

View the complete step-by-step guide.

How do I show one directory listing per group membership instead of every employee?

When would I use this? Use this when a group membership’s employee accounts create repeated directory listings, or when employees are missing and should appear.

Before you begin: Decide whether each group category should show only its primary contact or all employee accounts. The setting applies to that membership category’s directories.

Steps in Member365:

1. Open Membership → Category Setup and select the group category.
2. On Group Membership, set Group Accounts in Directory? to No for primary-only listings, or Yes to include employees.
3. Click Save Membership and repeat for each group category used by the directory.
4. Refresh the directory and inspect a group with several employees.

Expected result: The directory lists primary contacts or employee accounts according to the category setting.

Test before going live: Check the portal and public views using a known multi-employee group.

What happens next? Review the category setting if later employee accounts do not appear as expected.

Configure Group Directory Listings

Why do lapsed members still appear in my directory?

When would I use this? Use this when turning off Show lapsed members has not removed everyone with a lapsed membership.

Before you begin: Check whether directory access comes from selected membership categories, contact demographics, or both. A demographic may include a contact independently of membership status.

Steps in Member365:

1. From the Administrator Dashboard, open Modules → Directory → Manage Directories and select the directory.
2. Review the selected membership categories and contact demographics. If active membership should determine inclusion, use the applicable membership categories instead of a broad demographic.
3. On Rules, turn off Show lapsed members and click Save.

Expected result: Contacts are included according to the categories and rules you selected.

Test before going live: Check a current member, a lapsed member, and a contact who has the demographic but no active membership.

What happens next? If a demographic is required for other listings, review its audience before removing it.

Directory demographic selection · Directory rules

Why can’t I select a directory form as a membership category’s custom form?

When would I use this? Use this when directory questions should appear during a membership application or renewal, but the form is absent from the category’s custom-form list.

Before you begin: Decide whether answers are meant for a directory listing. Directory forms and membership application forms have different purposes.

Steps in Member365:

1. From the Administrator Dashboard, open Modules → Directory → Manage Directories and select the directory.
2. On Setup, select the membership categories whose applicants should see the directory questions.
3. Enable Show on Membership application and click Save.
4. Test the application and renewal flow for one selected category.

Expected result: The directory form appears in the chosen categories’ application flow without being attached as a membership custom form.

Test before going live: Check both a selected and an unselected membership category and verify where answers will appear.

What happens next? Use a membership form for questions intended only for administrators.

Create a Basic Directory · Directory vs. Membership Forms

Can I create separate directories with different directory forms?

When would I use this? Use this when two groups need separate searchable directories and each should provide different profile information.

Before you begin: Decide which membership categories and contact classifications belong in each directory, and create the distinct directory forms first.

Steps in Member365:

1. Open Modules → Forms → Create, select Directory, build the first form, and click Publish. Repeat for the second form.
2. Open Modules → Directory → Create Directory and configure its Setup, including name, audience, display, and Search Form.
3. Save the first directory; create the second directory and select its own form and audience.
4. Review each directory’s Rules and field permissions separately.

Expected result: Each directory has its own search and form configuration.

Test before going live: View both directories as an eligible member and check their listings and form fields.

What happens next? Update each directory’s rules when membership categories or form questions change.

Create a Basic Directory · Create a Directory Form

Why can’t I show phone numbers in a directory’s List view?

When would I use this? Use this when a directory displays a phone number in Grid view but the List view shows fewer fields.

The List view has a limited layout and does not show phone or address information. The directory cannot be set to open in List view by default.

Steps in Member365:

1. Open the directory and switch to Grid view to inspect fields such as telephone numbers.
2. If the phone field is still missing, have an administrator review that directory’s Field Permissions and the contact’s directory visibility choices.

Expected result: The permitted contact details appear in a view that supports them.

What happens next? Check both the Member Portal and public directory settings before making a field visible to visitors.

Configure Directory Field Permissions

What happens when I use Send Message in a directory listing?

When would I use this? Use this when members ask which address sends a directory message and whether the message is saved on the recipient’s profile.

The message uses the organization’s configured sender and reply address, rather than the member’s personal address. A reply goes to the configured organization mailbox; the message is not recorded in the contact’s Member365 profile.

Steps in Member365:

1. Check the organization’s configured system sender and reply address before enabling directory messaging.
2. Open the directory in the Member Portal, select a contact, and send a test message through Send Message.
3. Check the recipient’s message and the reply destination, then confirm the communication policy with your team.

Expected result: The message is delivered with your organization’s configured email identity.

What happens next? Keep any required correspondence record through your normal email or CRM process.

Change the System Sender Address

Can I change Field Permissions for every directory at once?

When would I use this? Use this when several directories need the same address or contact field visibility setting.

Field Permissions are configured for each directory. There is no bulk control to update all directories at once.

Steps in Member365:

1. Open Modules → Directory → Manage Directories and select the first directory.
2. Open Field Permissions, update the intended Member Portal or public website fields, and click Save.
3. Repeat for each directory that should use the same settings, then check a sample listing in each audience view.

Expected result: Each edited directory displays the selected fields according to its own permissions.

What happens next? Keep a list of affected directories so future changes are applied consistently.

Configure Directory Field Permissions

How can visitors find directory listings by city?

When would I use this? Use this when your directory offers a province filter but visitors also want to look up a city.

Before you begin: Check that listings include city data and the intended audience can access the directory.

Steps in Member365:

1. Open the directory in the Member Portal or on the public site.
2. Use the main Search field to enter the city, then review matching listings.
3. Clear the search or combine it with other visible filters when needed.

Expected result: Visitors can find relevant listings by city through the general search, even without a separate City filter.

Test before going live: Try a city with a known listing and another with no matches before telling members where to search.

What happens next? If a listing is missing, check its city and directory visibility settings.

Create a Basic Directory

Why is an organization missing from a directory province search?

When would I use this? Use this when an organization appears in a directory but cannot be found by a location filter.

Steps in Member365:

1. Check the organization's primary contact and their province or state field.
2. Correct the primary contact's location information if it is missing or inaccurate.
3. Recheck the directory search after saving.

Expected result: The location search uses the primary contact's location for that organization.

Why can't a member see their directory profile form?

When would I use this? Use this when a member cannot open the directory form in the Member Portal but others can.

Before you begin: A member whose membership category is excluded from the directory will not see its directory form.

Steps in Member365:

1. Open Modules → Directory → Manage Directories and select the directory.
2. Review its Membership Categories selection.
3. If the member's category should be included, select it and save the directory.
4. Sign in as or test with a contact in that category and check the form.

Expected result: Eligible members can access the directory form when their membership category is included.

Test before going live: Confirm directory visibility and privacy settings before widening its audience.

What happens next? If the category is correctly included and the form remains missing, ask Support to inspect the contact's membership status.

Directory membership categories

Why aren't my directory form answers appearing in the directory?

When would I use this? Use this after creating or converting a directory form whose answers should appear as directory fields or filters.

Before you begin: The form needs to be associated with the intended directory. To collect directory information during a membership application or renewal, also review the directory's Show on Membership application option.

Steps in Member365:

1. Open Modules → Directory → Manage Directories and select the intended directory.
2. On the directory setup, select the form under Search Form and save. If members should complete it during application or renewal, review Show on Membership application.
3. Check the form question properties for fields intended to appear or be searched in that directory.
4. Test with an eligible member and verify the fields on their directory listing.

Expected result: The connected form supplies the directory with the intended searchable or displayable answers.

Test before going live: Confirm that the member's category has directory access before diagnosing a missing form.

What happens next? If a separate membership application form is required, configure its questions and access separately.

Attach a Form to a Directory

Why are some eligible members missing from my directory?

When would I use this? Use this when the directory is enabled but only a subset of members appears.

Before you begin: The directory may be restricted by selected membership categories and by its appearance rule: Users must opt-in to appear includes only members who choose to appear.

Steps in Member365:

1. Open Modules → Directory → Manage Directories and select the directory.
2. On Setup, review the selected membership categories and the Appearance rule.
3. Keep the opt-in rule if consent to listing is required, or choose Users always appear when that is your organization's intended policy; confirm your organization's privacy policy and members' expectations before saving.
4. Have an eligible member check Directory in the Member Portal and inspect a few listings.

Expected result: Directory participation follows the selected category and appearance settings.

Test before going live: Compare a member who opted in with one who did not before changing the audience.

What happens next? Tell members how their listing visibility is determined.

Create a Basic Directory

Why doesn't my directory export consistently show membership roles or fee categories?

When would I use this? Use this when a directory includes both individual and organization memberships and its download lacks uniform membership fields.

Before you begin: A mixed membership structure can make group roles, category, and fee-category information inconsistent in a single directory export.

Steps in Member365:

1. Review which membership categories and contact types the directory includes.
2. Compare a known individual and a known group member in the exported columns.
3. If members need separate sortable views, consider separate directories for the different membership types and test each export.
4. Use an administrator membership report when you need a comprehensive internal fee-category or role analysis.

Expected result: Each report is used for fields it can consistently represent; the directory download is not assumed to be a complete cross-type membership report.

Test before going live: Check a few known records before distributing an export.

What happens next? Discuss a directory redesign with Support before changing an existing member-facing directory.

Create a Basic Directory

Can I let members view only their own listing in a directory?

When would I use this? Use this when deciding whether a membership category may view a directory without seeing other members in it.

Before you begin: Directory audience and listing inclusion are separate controls. Allowing a member to view a directory gives them access to the listings in that directory; the setting does not create a personal-only view.

Steps in Member365:

1. Open Modules → Directory → Manage Directories and select the directory.
2. Review the membership categories included in the directory and the option Show Directory to All Members.
3. Set its viewer access for the intended categories and test with one included and one excluded account.
4. Review field permissions and member opt-in rules before exposing personal details.

Expected result: Allowed viewers see the directory's included listings; excluded viewers cannot open it.

Test before going live: Use separate directories or another workflow if some members must see only their own information.

Create a Basic Directory

How do I embed a public directory on our website?

When would I use this? Use this when a directory maintained in Member365 should appear on your public site.

Before you begin: Check the directory’s public display and field permissions before sharing the code.

Steps in Member365:

1. Open Modules → Directory → Manage Directories and select the directory.
2. On Public Access, copy the complete HTML integration code, including any portion that requires scrolling.
3. Paste it into a code block on your website and publish the page.

Expected result: The public website displays the Member365 directory according to its access and field settings.

Test before going live: Open the page signed out and check which contact details are visible.

Access Website Integration Code for Your Directory

Why does a biography entered on a membership form not appear in the directory?

When would I use this? Use this when a public directory listing needs a member biography that was collected elsewhere.

Membership-profile and directory-profile biographies are stored separately; Member365 does not automatically transfer or synchronize them.

Steps in Member365:

1. Decide which biography field your organization wants members to maintain.
2. For a public listing, include the biography on the Directory form and make it editable through the intended portal workflow.
3. Review existing biographies and plan a verified manual transfer or Support-assisted import if you need to populate the directory from older membership responses.
4. Test a member's directory listing after the change.

Expected result: Directory listings display biographies entered in the directory's own field, while unrelated membership-form data remains separate.

How do I collect a member’s region during application and show it in the directory?

When would I use this? Use this when a standard country or province field does not capture the region or county your organization uses.

Direct answer: Create a Directory form with a region question, attach it to the appropriate directory, and enable Show on Membership Application so applicants can supply the value.

Steps in Member365:

1. Create a Directory form with the appropriate region choices or field.
2. Attach the form to the directory used for those members.
3. Enable Show on Membership Application for the relevant application flow.
4. Test an application and inspect the resulting directory listing and visibility settings.

Expected result: Applicants can provide a region value that can appear in their directory listing according to the directory’s visibility settings.

Test before going live: Review whether the field should be public and whether the applicant can edit it later.

Create a Directory Form

Does submitting a directory form automatically make a member visible in the directory?

When would I use this? Use this when deciding whether a member should appear after completing a directory profile form.

Direct answer: Submitting the directory form and choosing directory visibility are separate actions. A form submission does not automatically opt a member in.

Directory visibility choices:

1. Users Always Appear: Members appear automatically and cannot opt out through the Member Portal.
2. Users Must Opt In to Appear: Members remain hidden until they turn on visibility in their Member Portal Directory Settings.
3. Users Appear by Default: Members appear automatically but can opt out in their Member Portal Directory Settings.

Expected result: Visibility follows the selected directory mode. There is no current mode that keeps members hidden until they submit the form and then adds them automatically.

Test before going live: Check a sample member in each intended state before opening the directory to visitors.

Can members share a direct link to their individual directory profile?

When would I use this? Use this when members want a profile link for a website, signature, or printed promotion.

Direct answer: Member365 does not currently provide a built-in member action to generate a unique shareable profile link. If your organization uses a public directory, members can direct visitors to that directory to search for their listing.

Steps:

1. Confirm that your directory is intended to be public and that the member has chosen to appear under its visibility settings.
2. Share the public directory page or its website embed location.
3. Test the visitor’s search path without signing in.

Expected result: Visitors can find the member through the public directory, subject to the directory’s visibility and search settings.

Test before going live: Do not share a private Member Portal URL as if it were a public member profile.