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The Directory will offer different options and views depending on if you’re a member compared to being an Admin or Editor. Below will detail the layout for Admins/Editors.

 Club Members

This is the first tab in the Directory, which will list members in the Directory.

 Use the Search Field to search for members by Last Name, First Name, Member Number, or Email.

 The Active Members Dropdown allows you to toggle between various lists to show: active members, inactive members, and members. Note: members can stay in the directory and be inactive unless removed.

 Click on the letters to show members with a last name starting with that specific letter.

 Click Show All to list all members on the screen at once.

 Click the Edit Disclaimer link to open the Axis Editor to add text, hyperlinks, or imagery above the Directory Listing. This will be visible on the Club Members, Staff tab, and My Profile page. This is a great area to add cross-marketing or disclaimers on the Directory.

 Members in the Directory will typically be listed by Last Name, First Name along with their contact information such as: local address and phone number.

 Click on a member’s name in order to view their profile and to make edits to their profile. 

 Editing member profiles will be discussed later in this guide.

 While in the member profile, you may also use the Impersonate User button to use the site as that particular member. If this option is not enabled for your club, contact Clubessential Support for assistance.

 The fields that are displayed in the Club Members tab can be customized to offer other information provided in the Directory. Clubessential Support can assist with customizing this layout as needed.

 Note: Fields that are listed in the Club Members tab will show to members.

 At the bottom of the member’s list, is a legend that is important to note for future troubleshooting with member’s accounts and recognizing website privilege level.

 Staff Tab

The Staff Tab offers similar options as the Club Members tab, but it is limited to Staff Members.

 You can search staff members using their last name, first name, member number, or email address.

 Staff members are listed by the letter corresponding with the first letter in their last name.

 Show All Staff will list all Staff members at once.

 Staff members are typically added manually as most clubs do not have staff in the accounting system, so staff members must be added using the Add Membership button. This will be discussed later in this guide.

 My Profile

The My Profile page will pull up the profile listed with the account that one is logged into.

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The Search tab allows you to search for members, staff, admins, or editors based on specific criteria.

 Any information that is used in the Directory can then be searchable to find appropriate members, staff, admins, or editors.

 Simply follow the prompts for information you’re looking for and then click Search for Members at the bottom of the screen to return results.

 Export Tab

The Export tab is used to export directory fields into a .csv file for use offline.

 First, using the Users to Export drop down, choose to pull fields for Members, Staff, or Both Members and Staff.

 Using the Available Directory Fields box, click fields you would like to export and then the Add to Export button.

 Once all fields are in the Included Directory Fields box, you can choose to reorder or remove fields by using the Move Up, Move Down, or Remove Buttons.

 To create the export, click Run Export.

 This will then generate a downloadable .csv file with the information based on the fields chosen.

 Settings Tab

The Settings tab offers various settings for the Directory such as: tab settings, profile settings, relationship name settings, and notification settings.

 The Tab Settings allow admins to customize the names of the Directory Tabs. Unchecking the checkbox next to a tab name will remove this tab from display from members.

 Under Profile Settings, check or uncheck check boxes for various profile settings.

 Relationship Name Settings can be altered by typing in alternate names, and then clicking Save Relationship Names.

 Under Notification Settings checkmark or uncheck options like Email Member on Username Change to alter the notifications members receive when making changes in the Directory.

 Adminsor Editors may receive emails when a member, staff, admin/editor changes information by adding an email address in the Address(es) to Send Notification To and Send Notification Email When Admin Updates Profile fields.

 User Statistics

The User Statistics tab will list all users in the Directory with information on their First Login, Last Login and Logins During Time Range.

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Click More Usage Stats to jump to the Site Statistics Module to run a detailed report on user logins that can be exported to a .csv file.

Adding a Membership 

Memberships may need to be added manually on the website for circumstances such as adding Staff members. Since most club’s member directory will be based on an accounting sync there is no need to add members manually, in fact it is not recommended to add members manually in most cases. Members should always be added to the accounting system first to allow the sync to pull information into the website.

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 If you receive a pop-up denoting the password is not secure, click OK to override as this is a temporary password only used for the first time login.

 Editing Profiles

You may edit a member or staff member’s profile by clicking on their name in the directory.

 Once in their profile, click the Edit This User button.

From here, you can update any field as needed. Click Save Member at the bottom of the screen to update the information.

FAQs

Q: A member that was recently added to the directory is unable to be found by other members, why?

A: Find the member in the directory as an Admin or Editor - if the member’s name is Red then the member is hidden in the roster. You can change this by clicking their name > edit this user > and then make sure that the Display this user in the Directory checkbox is marked > save.

Q: I have a staff member that needs to receive emails from the website, but they cannot edit or login to the website - how do I add them?

A: Add the staff member as usual with the appropriate information, but click the Lock User From Logging In checkbox. Further, do not provide the login credentials to the user. Make sure the staff member is an Admin Level or No Admin Access.

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