Topic:

I’m creating a new membership (or attendee) directory, and I want it to be available just to certain members/attendees. How do the different security settings work for my directory?

Solution:

Overview -

Depending on the information included in a directory listing, you’ll probably want to restrict access to the directory to just certain members or attendees. For example, say you’ve created a directory of the lifetime members for your association and you want to share this directory only among your lifetime members. In this example, you could restrict access to this directory listing by:

• Requiring the user to log in using the email address and password they used to register for your membership, and 
• Checking the registration type and balance due to confirm that this user is a fully-paid lifetime member of your association.

Only when these conditions are met will the user see this directory in a list of available directories.

There are two “levels” of settings that control access to your directories:

• The settings in the registration form (i.e., a membership, event, etc.) that indicate whether to display a list of directories for that registration form, and 
• The settings for each directory that indicate whether it should be included in the list above and, if so, who can see and access it.

For example, let’s say you’ve built five directory listings for a particular Event. The settings in the event determine whether a list of those directories displays to your registrants. When you make the list of directories visible, the settings in each directory determine whether it will be added to that list and which registrants can see it. Instructions for creating a new directory...

Setup Information -

First, set up your event (or membership) to display a listing of your directories –

To add a list of directories to the Details page (Event Website) for this event/membership:

1. Edit your Event and click the Event Website tab.
2. Click on the Directories tab.
• If the Directories tab is not listed, then click on the Add a tab button and enable the option to Include 4th tab.
3. In the Attendee Directories section, click the Edit link.
4. Select the Attendee Directories that you want to list on the page and click Save & Close.
• You must first have an Attendee Directory created for one to show up in the list of available directories.  Show me how...
5. Save your changes. 

To add a list of directories to both the attendee confirmation page and the attendee record:

1. Edit your Event and click on the Registration Form Pages tab.
2. Click the Confirmation page. 
3. Select the option to Enable link to attendee directory and attendee record. 
4. Save your changes.

Then, specify the security settings for your directory report –

To add this directory to the list of available directories:

1. On the Events tab, click the Title of the event you wish to open.
2. Click on the Attendee Directories link.
3. Edit your Attendee Directory and click on the Links and Security tab.
4. Select the checkbox titled Include This Directory in List of Available Directories.
5. Click OK to save your changes. 
   • If you’ve set up your form to display a list of directories on the Event Website, then this directory is now visible in that list and is therefore visible to the general public. The steps below are designed to set access restrictions for the directory.

Security section –

To only allow directory access to people who have registered for this Event (or Membership)

1. Check the box titled Require Login to Access Directory. When checked, an additional set of checkboxes displays that allow you to further restrict access to this directory. 
• Only Allow Fully Paid Members to Access Directory –When selected, only those members (or attendees) who have no balance due will be allowed to log in and access this directory. 
• Only Allow Confirmed Members/Registrants to Access Directory – When selected, only those attendees (or members) who have a status of Confirmed will be allowed to log in and access this directory.
• Only Allow Directory Access to the Following Types – Displays a list of the Registrant or Member Types used in this Event or Membership, along with checkboxes that can be used to restrict access to this directory to only the selected types. When no types have been selected, this directory will not be restricted based on Registrant Type.
2. Click OK to save your changes. 

To access this directory, the registrant must enter the email address and password they used to register for this event or membership.

Additional Information:

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:

• Address Fields (Street, City, Zip, etc.)
• Phone number fields
• Email address fields
• Company Name

Related Links:  

• How do I create a new membership (or attendee) directory?
• What is the Event Website and how do I use it?
• User’s Guide – Reports – Membership Directories

Keywords:  security, secure, restrict, restriction, directory, directories, access, reg type, registration type, email, password, login, log in, authenticate, authentication