Topic:

How do I create a new attendee (or member) directory?

Solution:

The Attendee Directory functionality enables you to create a report of your members, event attendees, etc., in a variety of PDF formats (tabular, contact card, or full profile, discussed below). Building a new directory is similar to creating a custom report, in that you specify:

• The fields of information to display on the report, 
• The specific records that you want to see, and 
• How those records should be sorted.

You can then share this directory with your other attendees/members (if desired).

To create a new directory:

1. On the Events tab, click the title of the event you wish to add a Directory to.
2. Click on the Attendee Directories link.
3. Click the Create a New Directory button. The Edit Directory window displays.
4. Enter a name for this report in the Directory Name field, and then select the Directory Style you’d like to use for this report:
• Tabular – data displays in a standard columnar format
• Contact Cards – data displays in card format, similar to a business card; this format is great for sharing contact information among your members or attendees!
• Full Profile format – displays complete information for each record.
• When you print a directory in this format, then it will print one registrant/member per page.
5. Click the Fields tab heading.
6. In the left side box (Choose Fields), select the fields you want to display and then click the right arrow (>) to move them to the appropriate right side box(es):
• Selected Summary Fields – Fields here display directly in the directory membership report.
• Selected Detail Fields – Fields here display when you click on an individual record in the report to “drill down” to more detailed information.
7. When you’ve finished selecting the Standard Fields, select the Custom Fields radio button. A listing of your event's custom fields displays in the Choose Fields box. Add the fields to your directory (both Summary and Detail), and then add the Agenda Item fields the same way.
8. Click the Filters tab. Enter your desired filtering criteria. More info on adding filters...
9. Click the Sorting and Grouping tab. For directories using Tabular format (see step 3 above), you will see a dropdown list titled Group By, which you can use to specify how to group your directory (such as by Company Name). Then select the field(s) you’d like to use to sort your data (such as by Last Name).
10. Click the Links and Security tab heading. To allow your attendees to see this directory report, select the checkbox titled Include This Directory in List of Available Directories.
• If you want to require the attendees to log in before viewing the directory, select the checkbox titled Require Login to Access Directory
• This will force the attendee to log in using the email address and password they used when registering for your membership or event. You can also restrict access based on the attendee’s Registration Type by selecting the appropriate type(s).
11. When you’ve finished making your selections, click OK to save your changes.

Sample Membership Directory -

Additional Information:

By default, the directory will display the same header and footer that you have set up in your event as a Global Header/Footer on the Theme & Colors tab.  However you can create a separate header/footer for your directory that will override the Global Header/Footer if you wish. Show me how...

In order for the Smartlink feature to work for a directory (to allow you to create a URL link directly to your directory), then you will need to select the checkbox to Include This Directory in List of Available Directories.

For privacy protection RegOnline will not display personal contact information for registrants on an Attendee Directory that is visible to the public.  If a registrant logs in to view an Attendee Directory, then they will be able to see any personal information fields that are added to the directory. 

Here is a list of personal information fields that are hidden from public view (unless a user or registrant is logged in):

• Address Fields
• Phone number fields
• Email address fields
• Company Name
• Social Security Number (never visible)

Related Links:

• How do I modify the header or footer for my attendee directory?
• How do I make my directory visible to certain members or attendees?
• How do I create a custom filter in my directory or custom report?
• How do I copy a directory or custom report from one event to another?
• How do I create a link to my report (Smartlink)?
• User’s Guide – Manager – Create a New Directory
  
  

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