Guide
Membership directory template, and how to build one members use.
A member directory lets members find and contact each other. Here are the fields to include, a spreadsheet layout and a printed listing format to copy, the opt-in and update emails to send members, and the steps to create one.
Updated
Three kinds of member directory
| Kind | Who sees it | Best for |
|---|---|---|
| Members-only online directory | Members signed in to your portal | Professional societies, alumni groups and clubs, where members want to find and contact each other |
| Public business directory | Anyone on your website | Chambers and trade associations, where listing member companies is a benefit members pay for |
| Printed or PDF directory | Members, once a year | Small groups and clubs whose members like a copy on paper, often sent with the renewal or annual report |
The fields to include
Include what helps members find the right person, and keep contact details hidden by default. A contact form that hides email addresses lets members reach each other without exposing anyone to spam.
| Field | Include | Default |
|---|---|---|
| Name | Always | Shown |
| Organization or employer | Usually | Shown |
| Job title or credential | Usually | Shown |
| City and state or region | Usually | Shown |
| Membership level, section or chapter | Often | Shown |
| Specialties or areas of practice | Often | Shown |
| Photo | Optional | Member chooses |
| Phone | Optional | Hidden unless the member opts in |
| Email address | Optional | Hidden; offer a contact form instead |
| Home address | Rarely | Hidden unless the member opts in |
| Member since | Optional | Shown |
The templates
1. Spreadsheet columns
Paste this header row into a spreadsheet to collect directory details. The last three columns record each member's choices.
Directory spreadsheet header (CSV)
First name,Last name,Organization,Title or credential,City,State or region,Membership level,Section or chapter,Specialties,Phone,Email,Website,Member since,Show phone (Y/N),Show email (Y/N),Include in directory (Y/N)
2. Printed or PDF listing
One listing per member, sorted by last name. Leave out any line a member hasn't agreed to share.
Directory listing format
[LAST NAME], [First name], [Credential] [Title], [Organization] [City], [State or region] Section: [Section or chapter] · Member since [year] Specialties: [Specialty 1], [Specialty 2] [Phone, if shared] · [Email or website, if shared]
3. Opt-in email
Send this before you publish, so every member sees their listing and chooses what is shown.
Directory opt-in email
Subject: Your listing in the [Organization] member directory Hi [First name], We're updating the [Organization] member directory, so members can find and contact each other. It's for members only, and you decide what appears. Here is what we have for you: [Name], [Title], [Organization] [City], [State or region] [Specialties] Please reply with any changes, and tell us which of these you'd like listed: - Phone: yes / no - Email: yes / no - Photo: yes / no (if yes, attach one) If you'd rather not be listed at all, just reply "no listing" and we'll leave you out. We'll publish the updated directory on [date]. Thank you, [Name] [Title], [Organization]
4. Yearly update email
Send this with your renewal reminders, or once a year, so listings stay current.
Directory update email
Subject: Is your directory listing up to date? Hi [First name], Members use the [Organization] directory to find each other, so it helps to keep your listing current. Please take a minute to check it: [Link to their listing or profile] You can change your details or what's shown at any time. Thank you, [Organization]
How to create a membership directory
- Decide who sees it. Members only, the public, or both. Most associations keep personal details members-only and list member companies publicly only when that is a benefit they sell.
- Choose the fields. Pick what helps members find the right person, such as specialty, region and section, and leave out anything you would not want forwarded.
- Ask members first. Send an opt-in email that shows each member their listing and lets them choose what is shown. Leave contact details hidden unless a member says yes.
- Collect the data in one place. Use the spreadsheet columns above, or better, the member database you already keep, so the directory and your records are never out of step.
- Publish it. A members-only page in your portal, a public listing on your website, or a PDF. An online directory can be searched and filtered; a PDF is out of date the day it is sent.
- Keep it current. Ask members to check their listing at renewal, and remove anyone whose membership has lapsed.
A directory that keeps itself current
A spreadsheet or PDF directory starts going out of date the day it's published. In FullRoster, the directory is built from your member records, so it's always current. It's members-only, lists only members in good standing, and lets members search by name and filter by section, group, level or filters you choose. Each member can hide any field or leave the directory entirely, and members reach each other through a contact form, so email addresses are never shown.
For more ways to connect members with each other, see member engagement strategies. A directory is also a benefit worth counting when you set your dues.
Common questions
- What is a member directory?
- A member directory is a list of an organization’s members, with details such as name, organization, location and specialty, so members can find and contact each other. It can be a members-only online directory, a public business listing or a printed booklet.
- How do I create a membership directory?
- Decide who will see it, choose the fields, ask members to opt in and choose what is shown, collect the details in one place, publish it online or as a PDF, and ask members to check their listing every year at renewal.
- What should a membership directory include?
- Name, organization, title or credential, city and region, and anything that helps members find the right person, such as specialty, section or chapter. Phone, email and home address should be hidden unless the member chooses to share them.
- Should our member directory be public?
- Usually not for individual members: a members-only directory protects their details and gives people a reason to join. A public directory makes sense for member companies, as in a chamber of commerce, where being listed is the benefit.
- How often should a membership directory be updated?
- Continuously, if it is online and connected to your member records. If you publish a PDF or printed directory, update it at least once a year, and ask members to check their listing at renewal.
- Do members need to agree to be listed?
- It is good practice to ask, and to let members hide any field or leave the directory entirely. Privacy laws in some places require consent before personal details are shared, so check the rules that apply to your members.
About FullRoster. FullRoster is association management software that's free for up to 1,000 active members. Members, dues, events, email, courses and payments in one place, and we move your data over for you. See how it works →
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All guides →A directory that keeps itself up to date.
FullRoster's members-only directory is built from your member records, with privacy controls each member sets. It's free for up to 1,000 active members.