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Organizations of every shape, size, and location enjoy a comprehensive employee directory built directly into SmartSuite. Team members connect and add to your culture through member profiles that mix work and life details.
What is the SmartSuite Member Directory
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
How to use the Member Directory
Find the People icon next to your Member Profile and click on it. You’ll see all members associated with your workspace with their base information: Title, Department, Status (online/offline).
When clicking on a particular member, you’ll see their extended information, such as contact details (phone, email, social networks, etc) and profile information (birthday, work anniversary, skills, certifications, etc) as well as their current 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 & Filtering
By default, the directory shows the list of all members. However, SmartSuite provides you the ability to group or filter users by certain criteria.
Those criteria are:
Birthday - never miss the birthday of your coworker or friend. With this filter, you can see all members with their birthdays displayed. When the display "By Birthday" is selected, all members' birthdays are automatically organized by month, and you can expand and collapse any month grouping.
Company - when you work with multiple companies that have access to your workspace, it’s always great to know who and how many people work there. With this filter, you can see all members grouped by their companies.
Department - if your company has more than one department, you definitely want to know who works where. With this filter, you can see all members grouped by their departments.
Location - in our highly digitalized world 🌎 , when one part of the team can be located in Stockholm and another one in San Francisco, it’s good to know who is located where. This allows you to build your communication strategy accordingly. With this filter, you can see all members grouped by their location.
Online/Offline - know who is currently online, so you could reach out to them without delay. Similarly, check who is out of touch at the moment but can be available after they return from that beautiful beach 🏖 . With these two filters, you can see all members who are online or offline right now.
Role - each member has a role assigned according to the system of roles available in SmartSuite. Check which role is assigned to each of your members, so you know who is able to manage the entire workspace, manage particular solutions, or just enjoy their base experience with SmartSuite. With this filter, you can see all members grouped by their role.
Status - you can invite as many members as your Payment Plan allows. You may want to keep track of who has joined the workspace and who hasn't yet. With this filter, you can see all members grouped by their status - active or invited.
Team - your members can belong to different Teams that can be used in different ways all over SmartSuite. You may want to know which teams are there and who belongs to those teams. With this filter, you can see all members grouped by their teams.
Type - in order to address questions to the correct person so they handle the issue properly, it is useful to know what type the members of your workspace are associated with. Who wants to send questions about an employee payroll to a client, right? With this filter, you can see all members grouped by their type - Contractor, Employee, Client, etc.
Timezone - when your client is in Paris and you’re in New York, you'll want to know their timezone so you could find those overlapping hours you can communicate at. With this filter, you can see all members grouped by their timezones.
Work anniversary - your co-workers do a great job and you know it. Make their day on their work anniversary by sending your appreciation for all the time spent together. With this filter, you can see all members with their work anniversary displayed.
Invite New Members to Your Workspace
If you’re an Workspace Administrator, you can invite new members to your workspace using Member Directory. To invite a member, follow these steps:
Locate the ‘Invite Members’ button in the bottom of the Member Directory panel.
Click on the button - you will see the ‘Invite New Members’ page.
Fill out the fields according to this instruction.
Submit the data by hitting the ‘Send Invitations’ button.
New member will automatically pop up in Member Directory with the ‘Invited’ status.
Create New Teams in Your Workspace
If you’re an Workspace Administrator, you can create new teams in your workspace using the Member Directory. To create a team, follow these steps:
Locate the ‘Add Team’ button in the bottom of the Member Directory panel.
Click on the button - you will see the ‘Add New Team’ page.
Fill out the fields according to this instruction.
Submit the data by hitting the ‘Add Team’ button.
New team will automatically pop up in Member Directory for the members selected in this team.
Save Member Information to Your Contacts
You can easily add contact details of the member you need using the vCard feature. It allows to download the following info:
Date of birth
When clicking on the Download vCard button, you will either download all data as a .vcf file so it can be added to your contacts or will have a member’s card ready to install. This depends on the OS you’re using.
Limit the Member Directory Viewing Access
Member Directory display options include an option for “None, except select profiles.” When this option is selected, only the Members selected in "Always displayed profiles” will be shown in the directory.