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Directory

Estimated reading time: 8 min

The Congregate member directory is the “hub” of the platform, connecting members and user accounts, allowing members to update their own personal information, and providing an always up-to-date listing of members for your leadership.

The directory module also includes the recent members and digital member photo wall pages/configuration.

Adding Individuals and Families

To add an individual or family to your directory, click “Add Individual” or “Add Family” on the “Manage” page under Church Membership > Directory inside Congregate Admin.

Individuals

    1. Enter any of the individual’s following information: first name, last name, address, phone number(s), email address(es), gender, birthday.
    2. Select his or her member status in the “Membership Status” field: current or former.
    3. Check the following checkboxes if the individual is a non-member, deceased, or a non-Christian (if you choose to include such information).
    4. Enter any comments in the “Comments” field. Comments are public and can be viewed by other members.
    5. If you wish to add this individual to member group(s), select the groups in the “Quick Add to Member Groups” checkboxes.
    6. If you have a photo of the individual, upload it by clicking the “Upload Individual Photo.” For best results ensure each member photo is the same size and aspect ratio.
    7. Click “Add” to add the individual. Click “Cancel” to cancel.

Families

    1. Select the display format of the family name from the “Format” menu. If you choose one of the built-in options, you do not need to enter a family name in the “Name” field. If you chose “Custom” in the format menu, enter a custom family name. 
      What’s a Family Name?
      Family names are not the same as last names, but a way for Congregate to know one family from another. If you have multiple families with the same last name, each family still requires a unique family name. Congregate will automatically create family names in the format “Last Name, First Name & Spouse Name.” You can elect to also include children in the family name or enter your own custom name for any given family.
    2. Enter any comments in the “Comments” field. Comments are public and can be viewed by other members.
    3. If you have a photo of the family, upload it by clicking the “Upload Photo.” For best results ensure each photo is the same size and aspect ratio.
    4. Enter any of the head of the family’s following information: first name, last name, address, phone number(s), email address(es), gender, birthday, anniversary.
    5. Select his or her member status in the “Membership Status” field: current or former.
    6. Check the following checkboxes if the individual is a non-member, deceased, or a non-Christian (if you choose to include such information).
    7. Enter any comments in the “Comments” field. Comments are public and can be viewed by other members.
    8. If you wish to add this individual to member group(s), select the groups in the “Quick Add to Member Groups” checkboxes.
    9. If you have a photo of this individual, upload it by clicking the “Upload Photo.” For best results ensure each member photo is the same size and aspect ratio.
    10. Repeat steps 4-9 for the spouse. If this family is a single-parent family, click the “Remove Spouse” button.
    11. If there are children in the family, click the “Add Children” button. If there are no children, click the “Save Family (No Children)” button to complete adding the family.
    12. If there are children in the family, repeat steps 4-9 for each child. Add additional children as needed.
    13. Click “Save” to complete adding the family.

Managing the Directory

To manage your directory, click “Manage” under Church Membership > Directory inside of Congregate Admin. There you will find a list of all the people in your directory.

To edit an individual or family, simply click their name or edit icon.

To permanently remove an individual or family, click their trashcan icon.

To bulk update people, check the checkboxes next to applicable individuals/families and select the following from the “Checkbox Options” dropdown menu: delete. Then click “Apply.”

Displaying/Accessing the Directory

To display the directory on your website, select the page you wish to display the directory on via the “Directory Page” selection dropdown on the “Options” page under Church Membership > Directory in Congregate Admin. If you do not wish to show the directory, simply select “None.”

Convert/Transfer Operations

Congregate has several conversion and transfer options for people listed in your directory and in your visitor tracker. Current options include:

    • Create New Family from Individuals: Use this option to create a new family from one or two individual members with their previous data and account settings still intact.
    • Convert Family Member to Individual: Use this option to create a new individual listing from a current member inside a family listing.
    • Change Family Position: Use this option to move a member from one family to another and/or to a different position within a family (head, spouse, etc).
    • Convert Visitor to Member: Use this option to convert a visitor (whose information is stored in the visitor tracker database) to a member.

Select any of the operations to perform by clicking their corresponding buttons on the “Convert/Transfer” page under Church Membership > Directory inside Congregate Admin.

Import/Export Options

Import Listings from a CSV File

Click to view detailed documentation on the CSV template/importing member data

To import directory entries, first download and add your members to our import template CSV file by clicking “Import/Export” under Church Membership > Directory inside Congregate Admin and clicking the “Download Directory Template” link. After you download the template, add your member data and re-export to a CSV file.

Do Not Modify The Template
Your media import will fail if you modify the template in any way. Do not remove any row headers, columns, etc. Only add your information to the spreadsheet file.

Return to Congregate Admin and click the “Upload Files” button and select your CSV file. Click “Import Directory Entries” to upload and add your entries.

Export Options

You can download and export your data to various CSV, PDF, and TXT files. Click “Import/Export” inside Congregate Admin and go to the “Export” section to view the various download options:

    • Directory: PDF, PDF with no photos, PDF compact size, CSV, TXT
    • Anniversary List: TXT
    • Birthday List: TXT

vCard Export
You can also export and import the directory via the vCard format to your contacts/address book using the options found on your members’ directory page or the Congregate Members app.

Custom Data Fields

Built-in Fields

Congregate has optional built-in fields you can utilize in the directory to collect additional member information. You can enable or disable any of the fields.

To manage built-in fields, click “Custom Fields” under Church Membership > Directory inside Congregate Admin and clicking the “Edit Built-in Fields” button. Select any fields you wish to exclude from your website. Click “Save” to save your changes.

Custom Fields

To add your own field, click “New” on the “Custom Fields” page inside Congregate Admin.

    1. Enter the name of the field in the “Name” field.
    2. Select if the field applies to families or individuals in the “Context” menu.
    3. Select if the field is active or inactive with the “Active” checkbox.
    4. Select if the field should be visible on your website to members with the “Public” checkbox.
    5. Select if you wish to include this field when exporting the directory to a PDF file with the “Include in PDF” checkbox.
    6. Optionally, if you wish to place your custom fields in a custom order, enter its sort number in the “Ordering” field.
    7. Click “Add” to add your field.

To edit a field, simply click its title or edit icon.

To permanently remove a field, click its trashcan icon.

To bulk update fields, check the checkboxes next to applicable fields and select the following from the “Checkbox Options” dropdown menu: delete, make inactive, or make active. Then click “Apply.”

Recent Members Page

The recent members page will display the newest members added to your directory over a given number of days. This allows current members to quickly see who has been added to the membership.

Use the dropdown menu to select the page for your recent members in the “Options” page. If you do not wish to use this feature, select “None” from the dropdown menu to disable it. Also select the date range for what you consider to be “new” members.

Digital Member Photo Wall

Use the dropdown menu to select a public page for your digital photo wall in the “Options” page under Church Membership > Directory. If you do not wish to use this feature, select “None” from the dropdown menu to disable it.

Assign to a Non-Member Page
The digital member photo wall page must be assigned to a public page (and not a member page). This allows maximum compatibility with devices, built-in TV web browsers, etc. Your digital member photo page will be blocked from search engines and only users who know the exact URL of your page can access it. Tip: Create a public page with a unique name and/or URL stub and enable the “hide in menu” option to ensure unwanted users cannot find or access its location.

Customization

Configure your digital member photo wall with the following controls on the “Options” page:

    • Font: select the font you wish to use
    • Customer Header Logo/Icon: upload a custom image to display on the page
    • Title: enter the title/headline for your photo wall
    • Background Color: select a color to be used for the background
    • Text Color: select a color for your text
    • Arrow Color: select the color for your navigation arrows
    • Number of Columns: enter the number of columns to use in grid view
    • Number of Rows: enter the number of rows to use in grid view
    • Timeout: enter the number of seconds when viewing a listing before advancing begins again
    • Pause Duration: enter the number of seconds each screen will display before auto advancing
    • Reload Time: enter the number of hours until the page will automatically refresh itself
    • Randomize: enable this option to shuffle member photos instead of displaying them in alphabetical order

Options

Selecting Directory Display Page

Use the dropdown menu to select the page for your member directory. If you do not wish to use this feature, select “None” from the dropdown menu to disable it.

Directory Display Style

Select if you wish your directory to appear as a listing view (photo and contact information displayed together) or as a grid of thumbnails (photos only, click to display information).

Directory Footer Text

Select any text you wish to appear on the bottom of your directory pages on your website in the “Directory Footer Text” field.

PDF Header, Footer, Export Options

Enter the text you wish to appear on your PDF export of the directory in the “PDF Header” and “PDF Footer” fields. You can enter a custom title, text on the top left, top right, and bottom of your PDF file.

If you wish to export larger photos and one family per page in your PDF file, check “Display Large Photos in PDF.”

Directory Notations

If you wish to indicate those marked as “Christian” (indicated by a ‘*’) or “Deceased” (indicated with the word ‘Deceased’), turn this option on.

Directory Entry Defaults

Enter the default, city, state, zip code, and area code for new manual entries into your directory.

Public CSV Export

If you wish to allow the members to export the directory to a CSV file without having to login to Congregate Admin, enable the “CSV Export” option and use the provided URL to allow access the CSV file.

Email All Members Inclusions

Select additional individuals to include in all member emails, in addition to actual members: non-members, former members, children, and/or non-Christians.

Recent Members Display Page

Use the dropdown menu to select the page for your recent members page. If you do not wish to use this feature, select “None” from the dropdown menu to disable it. Also select the date range for what you consider to be “new” members.

Member Map Display Page

Use the dropdown menu to select the page for your visitor map page that will plot members’ addresses on a Google Map. If you do not wish to use this feature, select “None” from the dropdown menu to disable it. (Requires valid Google API keys entered on your general settings page to function.)

Digital Photo Wall Page

Use the dropdown menu to select the page for your digital photo wall. If you do not wish to use this feature, select “None” from the dropdown menu to disable it.

Assign to a Non-Member Page
The digital member photo wall page must be assigned to a public page (and not a member page). This allows maximum compatibility with devices, built-in TV web browsers, etc. Your digital member photo page will be blocked from search engines and only users who know the exact URL of your page can access it. Tip: Create a public page with a unique name and/or URL stub and enable the “hide in menu” option to ensure unwanted users cannot find or access its location.

Use the controls to configure and customize your digital member photo wall. See the Digital Photo Wall section above for a description of its options.

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