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Overview
The Directory houses all active members and staff members on the website. It is necessary for anyone using the website to be in the Directory in order to have website access, however, you may turn off any user’s ability to access the website at any time. The Directory is typically set up with a sync to the club’s accounting system using Clubessential’s application RosterSync, or it may be synced using the Office Products. Both systems allow club admins to update their accounting software for member changes that will then update on the website Directory (Office systems update automatically so changes must occur within the Office accounting suite, while 3rd party systems must be updated manually by running RosterSync). Use Case(s) In order for any member, or staff member, to have access to the website, they must first be active in the Directory. The Directory is used to house member information such as: membership status, membership start and expiration date, contact information, affiliated groups or organizations, and account information. The Directory is also used to provide login information, and website privilege level (no access, member access, editor access, admin access). |
Video (Coming Soon)
This video provides an overview of how to use the Axis tool functionality to Directory Management.
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Accessing the Tool
Admins: Hover over Admin bar in the left hand corner of the screen, select Directory.
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The following Directory interface screen will launch.
Directory Tabs for Admins/Editors
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.
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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.
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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.
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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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Editing Profiles will be discussed later in this guide.
Search Tab
The Search tab allows you to search for members, staff, admins, or editors based on specific criteria.
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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.
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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.
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Admins or 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.
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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?
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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.
Best Practices
- It is best to never add members manually as members should be synced from the accounting system only.
- When adding Staff members, be sure to set their user type to Staff so the staff member shows in the staff directory and not in the member directory.
Downloadable Guide
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