Feature Overview Video
The Member Directory in SmartSuite serves as a comprehensive employee handbook, allowing organizations to find, connect, and collaborate with team members. It provides access to detailed profiles, enables grouping and filtering, and facilitates efficient workspace management.
Plan Availability | All plan types |
Permissions | Workspace Administrators: Manage members and access settings |
When working within your workspace, you might want to access information about all members that use your workspace. For example, you may need to check their department, position, location, timezone, etc. All this can be done with the Member Directory feature, which shows all members and the personal information indicated in their Member Profiles.
The Member Directory allows you to view, group, or filter the total list of members to your needs. Detailed information about a particular member can be accessed via their Public Profile.
How to Access the Member Directory
To open the Member Directory:
Click the People icon located next to your Member Profile.
View all workspace members along with their base information:
Title
Department
Online/Offline Status
Click on a member’s name to see their detailed profile, including:
Contact details (phone, email, social networks, etc.)
Profile information (birthday, work anniversary, skills, certifications, etc.)
Availability status
Managing Your Members
With the Member Directory, you can also manage your own User Profile. First, locate and click on yourself. Here, you can start updating your profile picture or status. If you want to make further changes to your profile, just click three-dot button and click Edit Profile.
Grouping and Filtering Members
The directory provides flexible grouping and filtering options to organize members based on specific criteria:
Filter Option | Description |
Birthday | Displays members’ birthdays, organized by month. |
Company | Groups members by their company affiliation. |
Department | Organizes members based on their department. |
Location | Shows members based on geographical location. |
Online/Offline | Filters members who are currently online or offline. |
Role | Groups members by their assigned role (e.g., Admin, Viewer). |
Status | Displays active or invited members. |
Team | Groups members by their assigned team(s). |
Type | Differentiates members by type (e.g., Contractor, Employee). |
Timezone | Groups members by their timezone. |
Work Anniversary | Displays members’ work anniversaries. |
Additional Features
Inviting New Members
Workspace Administrators can invite new members:
Click the Invite Members button at the bottom of the Member Directory panel.
Complete the fields on the "Invite New Members" page.
Submit the invitation by clicking Send Invitations.
The new member will appear in the directory with an “Invited” status.
Creating New Teams
Workspace Administrators can create teams directly from the Member Directory:
Click the Add Team button at the bottom of the panel.
Fill out the required fields on the "Add New Team" page.
Submit the details by clicking Add Team.
The new team will appear in the directory and include the selected members.
Saving Member Information to Contacts
You can download member details using the vCard feature:
Click Download vCard on a member’s profile.
Save the .vcf file containing:
Name
Position
Phone(s)
Email
Department
Company
Office location
Date of birth
Social networks
The file can be added to your contacts or installed, depending on your operating system.
Limiting Member Directory Access
The Member Directory includes display options to restrict viewing access.
Profile Visibility Options:
All Members and Guests: Profiles of all Members and Guests of the workspace will be displayed
By Team: Users will see profiles of Members and Guests who belong to their Teams only
By Email Domain: Users will see profiles of Members and Guests who have the same email domain only
None, except selected profiles: All profiles will be hidden, except those that are selected in the Always Displayed list