Contact Us

How to Set Up Your Membership Directory + Key Elements

Learn the basics of membership directories for associations and how your organization can set up its own directory.

Technology

Thousands of associations use directories to engage their members and the general public. For example, the American Psychological Association, a Fonteva client, relies on its private online membership directory to host the profiles of more than 146,000 different educators, scientists, and researchers.ย 

However, you donโ€™t have to be a national or international association with a hundred thousand members to enjoy the advantages of a membership directory. Like association management systems, these major activity hubs are quickly becoming essential tools for every membership organization. To help you create or optimize your membership directory, we developed this comprehensive guide:

Before we dig into the steps to take to improve your membership directory, weโ€™ll cover the basics. To begin, weโ€™ll break down what membership directories are and why you need one.

Fonteva delivers the benefits of a membership directory with the stress and headaches. Book a demo!

What is a membership directory?

Membership directories are databases that contain key information and profiles for each member of an association. Member data like names, contact information, photos, and more are compiled and stored in one centralized location. 

The primary function of member directories is to:

  • Keep track of association members.
  • Organize them into searchable groups.
  • Host membership information.
  • Provide meaningful opportunities for members to connect with your organization and each other.ย 

Think of them as a part-catalog, part-social media service for your members. 

For example, our client the Association of American Universities has a public directory that comprises each of the universities that are members of the association. Each entry includes a brief description of the school and a link to its website, giving curious visitors more context about both the university and its members.

Types of Member Directories

While member directories can be accessed in many different ways, from a printed directory to a website or mobile app, there are two distinct types of directories. 

Hereโ€™s more about both types and why your association might opt for one over the other:

  • Public directories: Public directories, like this one from the Florida Bar, are accessible to everyone. This kind of directory can help associations build social proof, provide valuable resources to the public, and appeal to prospective members.ย 
  • Private directories: Private directories are only available to members and usually require logging into a member portal. This type of directory is better for protecting your membersโ€™ data and boosting the value of your membership by offering exclusive resources that arenโ€™t available to the public.ย 

Your association may also choose to have both public-facing and member-only directories. For example, a state bar association may have a public directory like the Florida Bar Association and a directory with more member data and direct messaging features for board-certified attorneys.

Additionally, some associations offer printable directories delivered as downloadable PDFs. These lists can either be public or behind your member portal, and they are most useful to members who would prefer a hard copy of the directory rather than a digital version. 

However, this option isnโ€™t the most sustainable, and printed copies can easily become outdatedโ€”encourage members to check the digital directory regularly for updates.

What are the benefits of membership directories?

Your membership directory should be more than just a storage unit for member data. Some of the fundamental ways in which a member directory can add value to any membership organization include:

  • Enhancing legitimacy and professionalism. An online directory gives you the chance to tout your list of members. With a public directory, you can also take the opportunity to highlight or feature prominent members and their achievements. This spotlights the prestige of your organization and its ability to foster membersโ€™ professional development.
  • Stimulating more member networking. Member directories also allow your members to network and get to know each other without meeting in person. This extra point of connection encourages relationship-building far beyond what could be achieved during the span of a typical event, creating long-lasting connections that boost member engagement and retention.
  • Improving membersโ€™ careers or businesses. Directories can also help spread the word about your membersโ€™ career accomplishments, meaning more people in your industry will recognize their names. If they are business owners or freelancers, this recognition could result in an uptick in leadsโ€”all thanks to your directory!
  • Streamlining internal operations. This technology can also benefit your staff and association leaders in their day-to-day tasks. Routine operations, such as segmenting member groups, tracking membership status, and sending targeted communications, are simpler and more efficient with the help of a membership directory.ย 
  • Making resources more accessible. Public directories make it easier for people outside your field to find specific resources, helping your association build a positive reputation. This is particularly important for medical, legal, financial, and technical fields that are difficult for people to navigate without extensive education and training.
  • Growing your online presence. Public directories can boost traffic from those searching your membersโ€™ names on Google. An increase in traffic will show search engines that your site provides credible, useful information, boosting your rankings in search results pages. Youโ€™ll then start to rank for other related terms that potential members search for, attracting more prospects.ย 

Increased member acquisition, member engagement, and member retention are three of the top goals of any membership organizationโ€”a membership directory can help you make strides toward all three objectives.

You can use this technology for promotion, engagement, and internal management simultaneously, all with minimal oversight from your organization.

What components should associations include in a membership directory?

Each association has its own unique needs, services, and goals. As such, each membership directory will be used in different ways, with some pieces of member data holding more weight than others.

While every membership directory looks a little different, each listing should include some standard information and data fields, such as each memberโ€™s: 

  • Name
  • Phone number(s)
  • Email address(es)
  • Photo
  • Location
  • Social media handle(s)
  • Length of membership

These member profile essentials lay out the most fundamental member information. Beyond that, they give curious searchers and fellow members a snapshot of your constituents, the ability to contact them for deeper engagements, and the opportunity to explore their online presence. 

On top of these basics, you should also consider including association information that is specific to your industry: 

  • Professional associations: Employment details like where they are employed, their current role, and past work experience. If applicable, designate their membership tier.
  • Trade associations: The organization or groupโ€™s sector or sub-industry categorization, industry certifications or achievements, advocacy and involvement with the association, and member participation and leadership roles.
  • Healthcare associations: Medical certifications and licenses, specialty, hospital affiliation, and research or publications.
  • Chambers of commerce: Business details such as address, logo, and industry or specialization.ย 

When looking for your own membership platform solution, keep an eye out for these fundamental features. Regardless of the services your membership program offers, these critical components will help your association achieve greater member acquisition, engagement, and retention.

Dig into our guide on listening to members, boosting collaboration, and more to drive engagement. Download the guide.

What software do associations need to build a membership directory?

Fonteva offers robust membership software to store important member data, facilitate communications, help plan events, enable eCommerce and digital fundraising, and more. 

Fontevaโ€™s software supports and optimizes these various functions and provides sophisticated solutions to improve your organizationโ€™s campaigns and backend operations. 

If that wasnโ€™t enough, the Fonteva memberships software solution can also run and enhance your online membership directory. Here are just a few of the features that Fontevaโ€™s system offers to leverage the full potential of your directory: 

  • Comprehensive member profiles and membership levels. Customizable widgets encourage members to create more comprehensive online profiles in your directory. Additionally, implementing membership levels and including these levels on member profiles will promote higher-paying tiers.ย 
  • Member communities. Take your membership directoryโ€™s networking capabilities to the next level with dedicated member communities. These special interest groups and committees allow members to organize themselves by important classifiers and create group-wide events, activities, and discussions around those interests.ย 
  • Intuitive dashboards. Customizable dashboards increase productivity and task management across your organizationโ€™s departments. Each team and individual staff member can track their goals, projects in progress, membership statistics, and financial data.ย 
  • Event management system. Fontevaโ€™s event management system integrates directly with your membership management system to create a more personalized and engaging event experience for your members.ย 
  • Revenue accounting. Fontevaโ€™s membership software integrates with your membership profiles to easily track fees, card transactions and refunds, and registrations. This enables you to simply, quickly, and securely complete your financial reporting.
  • Reporting and analytics. While many membership solutions have basic reporting features, Fontevaโ€™s association management system has more advanced options. With data segmentation and customization for different departments, advanced file exporting options, and reporting for any metric in your member database, your association can create informed data-driven strategies to optimize your operations.ย 

To learn more about association membership software and how the Fonteva solution can streamline your associationโ€™s success, check out our essential guide to membership software.

What are the steps to setting up a member directory?

When youโ€™re ready to get your membership directory up and running, there are steps you can follow to keep the process organized. These steps are as follows:

The process for setting up a membership directory (detailed in the text below).
  1. Choose the right technology. Youโ€™ll need robust association management software (AMS) with membership directory tools to get started. Ideally, your AMS should integrate with your database to keep data unified in one platform.
  2. Identify your goals. What do you want the directory to help you accomplish? For example, do you want to promote more networking among members or build your associationโ€™s credibility and reputation?
  3. Select your directory type. Based on your goals, choose whether youโ€™ll set up a public or private directoryโ€”or both.
  4. Design the directory. Next, work with a developer or your software providerโ€™s tech support to design the directory structure. Implement categories, filters, and search functionality to make it easy for users to find specific members. Tailor each member profile to your industry and association with custom data fields.
  5. Load member data into the directory. Now, itโ€™s time to add membersโ€™ data to the directory. Youโ€™ll also want to allow members to edit certain data fields, like their preferred name, to add a personal touch.
  6. Test and review. In a testing environment, try the directory out for yourself. Make sure it is responsive and all of the built-in functionalities work. Consider releasing the directory to a small group of members and ask them to report back with any suggestions or issues.
  7. Launch and promote. Once youโ€™ve worked through any last-minute kinks, you can release the directory to your members and/or the public! Make sure to announce the launch and promote the directoryโ€™s benefits to motivate members to use it.

These steps could look different for your association, depending on its size, whether you already have a directory, your goals, and more. If you need help setting up or configuring your directory, reach out to an AMS provider like Fonteva for assistance.

Example Member Directory Template

Some smaller organizations may use a spreadsheet to organize their membership directory. This might look something like this:

An example of a membership directory that uses a spreadsheet format, listing each memberโ€™s name, phone number, company, and role.

However, we recommend using a dedicated AMS like Fonteva to build out a polished directory. This adds a more professional touch and makes it easier for users to navigate your member list, encouraging members to engage with the directory. Hereโ€™s what a more refined membership directory might look like:

An example of a more polished, well-designed membership directory that features the same information as the previous image as well as membersโ€™ photos.

How can you promote your membership directory?

Once your membership directory is up and running, itโ€™s time to share it with your members. After all, you need them to set up their profiles and interact with the directory to start reaping the benefits.

Promote your directory by:

  • Getting leadership involved. Encourage association leaders and board members to demonstrate a strong example by setting up their profiles and sharing them publicly. Have them mention the directory during meetings, add a link to their profile in their email signatures or LinkedIn profiles, and frequently update and interact with the directory.
  • Sharing it on social media. On average, people spent 2 hours and 23 minutes on social media each day in 2024โ€”take advantage of your membersโ€™ daily scrolling by promoting your directory on your social media pages. Create dedicated posts when the directory launches, post reminders for members to update their profiles, and include a link to the directory in your account bio.
  • Encouraging members to join during events and meetings. Consider mentioning the directory at the start and finish of each of your meetings. At conferences, you might create signage with scannable QR codes linking to the directory. Stress the positive impact engaging with the directory can have for members.

Promote your membership directory in tandem with an interactive member community engagement platform. This way, members can search for their peers in the directory and connect via the engagement platform. Plus, due to the social element of the platform, theyโ€™ll be more motivated to keep their profiles up-to-date and create posts.

Additional Resources

If you want to keep your members engaged and involved in your association for the long run, membership directories are an essential tool you may be overlooking. These versatile databases donโ€™t just benefit your staff as you catalog and track member dataโ€”they also give your members the power to form long-lasting relationships within your organization. 

For information on other critical services for your membership program and more tips on how to streamline your operations, check out these other top resources:

Inspire more networking, knowledge sharing, and community engagementโ€”all you need is a membership directory. Fontevaโ€™s makes getting started simple. Book a demo!
Share via
Copy link
Powered by Social Snap