Manager – Reports – Directories
About Directories:
The Attendee or Membership Directory functionality enables you to create reports on your event attendees, members, etc. in a variety of formats (discussed below), and then share that information with those members or attendees, or just certain groups of them if desired.
Building a new attendee 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 (i.e., filters), and
- How those records should be sorted.
However, you can also select from various output formats, and you can run your directory listing in summary or detail format. Additionally, you can decide whether and with whom to share the directory among your attendees or members.
Field Descriptions:
General tab – This tab provides overview information about this membership directory.
Directory Name (required) – The name given to this directory
Directory Style section – Determines the format for your directory reports
Tabular – Data displays in a standard (columnar) format
Contact Cards – Data displays in a contact card format (similar to a business card), generally used to share contact information among your members or attendees
Full Profile – Displays complete information for each record
- This option displays the directory in Detail format only, with all fields selected in the Fields tab, Selected Detail Fields box on the directory listing.
Edit Header - Click this link to create content that will display on the top of your directory. This will open an HTML content editor window.
Edit Footer - Click this link to create content that will display on the bottom of your directory. This will open an HTML content editor window.
Note: Any header or footer created on a directory will be displayed along with the Global Header/Footer.
Fields tab – The selections made on this tab determine which fields of information to display on this directory. You can select from any Standard Fields, Custom Fields, and Fees in your form.
Top section radio buttons – Determine which set of fields to display in the Available Fields text box.
Standard Fields – When this radio button is selected, the standard fields on the Attendee Info tab for your events will be listed in the Available Fields box.
Custom Fields – When selected, displays all custom fields set up in the Personal Info tab (and/or Lodging & Travel tab, if applicable) in your form.
Event Fees & Agenda Items – When selected, displays all Fees and Agenda Items setup on your registration form.
The fields below display only when the Event Fees & Agenda Items radio button is selected.
Show Discount Column – When checked, an extra column displays on the report which shows any discount codes that attendees have entered for the fee(s) you’ve selected.
Show Amount Column – When checked, an extra column displays on the report which shows the amount (cost) associated with the fee(s) you’ve selected.
Show Credit Column - When checked, and extra column displays on the report that shows the number of educational credits that are associated with this item/fee.
Show Waitlist Column – When checked, an extra column displays on the report which shows any waitlisted attendees for the fee(s) you’ve selected.
Choose Fields box – Displays the fields that are available to add to your directory.
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To add a field to your report, click on the field and click the right arrow (>) button to add it to the report.
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To select more than one field, hold the Control (Ctrl) key while clicking the fields you’d like, and then click the right arrow button (>) to add the fields to the report.
Selected Summary Fields box – Lists the fields that you have selected to display in the directory report.
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For directories set to use the Tabular or Contact Cards formats, these fields will display when you run the report.
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The Full Profile directory format displays the Detail Fields (described below) by default; the Summary Fields selected here do not display on Full Profile directory reports.
Selected Detail Fields box – Lists the fields that display when the Details link is clicked for a record in the directory.
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When any fields have been selected, a Details link displays for each record in the directory. When clicked, the link opens a new window and the fields selected here display for that record.
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By default, the Full Profile report displays all fields selected here. In other words, there is no Summary report for a Full Profile format report.
Move Up and Move Down buttons – Used to re-order the Selected Fields so that they display in the correct order on your report.
Filters tab – This tab is used to filter the records that display on this directory report; that is, you can use the fields here to select the specific records to display on your directory. For example, you may want to display just those attendees who registered during a certain date range and selected a particular registration type.
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It is not necessary to apply filters to your report; all fields on this tab are optional. If no filters are specified, all records in the membership (or event) display on the directory.
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When all fields on this tab are left blank (or at their default values), all records will be selected for the specified event or membership.
Registration Date Range section – Entries in these fields filter the records on this directory based on the date the attendee record was added or last modified.
Added – When selected, this field looks at the entries in the date fields directly below it and returns only those records that were added during that date range.
Modified – When selected, this field looks at the entries in the date fields directly below it and returns only those records that have been modified during that date range.
Date fields – Specifies the start and end dates to search, inclusive.
Standard Filters section – Allows you to filter the records that display on this directory based on the same filters used for many standard RegOnline reports.
Registration Types – Displays a list of the registration types that have been set up in the selected events. Select an entry here to display only this registration type on your report, or leave at the default value (All) to select all records.
Payment Method – Displays a list of available payment methods. Select an entry here to display only this payment method on your report, or leave at the default value (All) to select all records.
Registration Statuses – Displays a list of available registration statuses. Select an entry here to display only this status on your report, or leave at the default value (All) to select all records.
Balance – Allows you to filter your report based on whether the members have an outstanding balance and, if so, whether the balance is less than or greater than zero. Leave at the default value (All) to select all records.
Last Modified By – Displays a list of all users in this account. Select a user to display only those records that were last changed by this user, or leave at the default value (All) to select all records.
Custom Filters section – Allows you to filter the records on this directory based on custom criteria, such as those people who made a certain selection to a custom field.
See the examples listed below in the Additional Information section.
Choose Filter Logic fields – These fields determine what type of logic to apply to the selected filters.
Filter 1 AND Filter 2 – When this radio button is selected, then the filters specified below (in the Field, Operator, and Value fields) must all be met in order to return a result.
Filter 1 OR Filter 2 – When this is selected, then if any of the filters below (in the Field, Operator, and Value fields) are met, the record will display on the report.
Add Another Field button – When clicked, this button adds another set of custom filter fields (Field, Operator, and Value) so that you can add more custom filters to this directory report.
Clear Filters button – When clicked, clears all custom filters.
Field, Operator and Value fields – These fields are used to determine the field(s) to check in each record, the logic to apply in that field, and the values to check for in that field.
Field – The field in your event to use for the filter
Operator – What to look for in that field
Value – The specific entry or value of that field
Examples of Custom Filters:
Example One – To create a directory of the vendors who have registered for your event:
Registration Type Vendor
Example Two – To create a directory of the vendors who will also be attending the Wednesday dinner (assuming your event has a checkbox to indicate that they will attend the dinner):
Registration Type Vendor
Field Attending Wed Dinner?
Operator Is Equal To
Value Checked
Example Three – To create a directory of the vendors who will be attending the Wednesday dinner AND have indicated that they will be bringing a guest to the dinner (assuming you have a text box into which the vendor enters the guest name):
Registration Type Vendor
Choose Filter Logic Filter 1 AND Filter 2
Field Attending Wed Dinner?
Operator Is Equal To
Value Checked
Field Name of Wed Dinner Guest
Value Is Not Empty
Sorting and Grouping tab – This tab specifies the order in which the data is sorted on the directory. You can select up to three fields here, and sort in either Ascending (smallest to largest) or Descending (largest to smallest) order.
Group By field – field displays only for Tabular style directories (as specified in the General tab)
Select the logic to use when grouping the data in this directory, if any. If an entry is selected, the data in the directory will be grouped by that entry. For example, and entry of First Letter Last Name here will insert a heading of “A” in the directory, then a list of all of the records with a last name starting with A, then another heading for “B”, and then records with a last name starting with B, and so on.
Sorting – The field(s) on which to sort the data in the directory. You can select up to three fields here by selecting them from the dropdown lists.
Ascending / Descending – Selecting whether you want to sort this field in smallest to largest (Ascending) order, or largest to smallest (Descending) order.
Links and Security tab – The settings here specify whether and how this directory will be shared with others.
Include This Directory in List of Available Directories – When checked, this directory is added to the list of publicly-available directories on the Event Details page for your event.
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This field is generally used in conjunction with the Security fields (detailed below) to secure the directory and restrict access to it as desired.
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Credit card information will never display on any directory listing, even if it has been secured using the fields below.
Directory Link – URL (web address) to open this directory in a browser window from outside of RegOnline.
Email Smart Link – When clicked, this opens a new email window that includes a link directly to this report.
Security section –
Require Login to Access Directory – When checked, the registrant must sign in using the email address and password they used when registering for the event.
Only Allow Fully Paid Members to Access Directory – When checked, only those attendees (or members) who have no balance due will be allowed to log in and access this directory.
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A checkbox here looks at the Balance Due field in each registrant’s record; if the balance due is greater than zero the registrant will not be allowed to access this directory. That means that if you allow your registrants to pay by check and the payment has not yet been logged to their record, they will not be allowed to access this directory.
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This feature is designed to prevent registrants from signing up for an event/membership just to access a directory listing of members.
Only Allow Confirmed Members/Registrants to Access Directory – When checked, only those attendees (or members) who have a status of Confirmed will be allowed to log in and access this directory.
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A checkbox here looks at the Status field in each member’s record; if the Status is anything other than Confirmed the attendees (or members) will not be allowed to access this directory. That means that if you have set up your event or membership with an initial status of Pending (or similar), attendees (or members) will not be allowed to access this directory until their status has been changed to Confirmed.
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This feature is designed to enable you to review your attendees before they have access to directory listings.
Only Allow Directory Access to the Following Types – Displays a list of the registrant types used in this event, along with checkboxes that can be used to restrict access to this directory to only the selected types.
Additional Information:
Credit card information never displays on any directory listing, even if the directory has been secured using the Security fields in the Links and Security tab of the directory setup.
Related Links:
Keywords: membership, event, directory, directories, share, sharing, list, listing
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