Member Directory Privacy & Visibility Settings: Control What Members Can See

Last updated: March 2026

The member directory helps your members connect with each other by making contact information accessible. But every member has different privacy preferences — some want their full contact details visible, while others prefer to stay private.

Sodalo gives you fine-grained control over directory privacy at both the organization level (setting defaults) and the individual member level (letting members control their own visibility).

This guide explains how to configure your directory, set organization-wide privacy defaults, and empower members to control their own privacy settings.

Understanding the Member Directory

The member directory is a searchable list of members that can be accessed through the member portal. Think of it like your organization's internal phone book or member roster.

What it shows (when enabled):
- Member names
- Contact information (email, phone, address)
- Board titles or officer positions
- Committee assignments or professional classification (custom fields)
- Membership length (how long they've been a member)

Who can access it:
- By default: Only active and honorary members logged into the member portal
- Optionally: The public (if you enable "public directory")

Key principle: Organization admins set the default visibility for what information appears, but individual members can override these defaults to control their own privacy.

Two Levels of Privacy Control

Sodalo uses a two-tier privacy system:

Level 1: Organization-Wide Settings (Admin Controlled)

Set by: Admins or Owners in Settings
Controls:
- Whether the directory is enabled at all
- Whether the public can view it (public vs. member-only)
- What contact fields show by default (email, phone, address)
- Whether membership length displays

Think of this as: The default rulebook for what's visible

Level 2: Individual Member Preferences (Member Controlled)

Set by: Each member in their own profile settings
Controls:
- Whether to appear in the directory at all (opt-out)
- Whether to show their email (override org default)
- Whether to show their phone (override org default)
- Whether to show their address (override org default)
- Custom title to display

Think of this as: Each member's personal privacy choices that override the defaults

Important: Member privacy preferences always take precedence over organization defaults. If your org shows emails by default, but a member chooses to hide theirs, their email will not appear.

Organization-Wide Directory Settings

These settings control the directory for your entire organization.

How to Access Directory Settings

1. Log in as an Admin or Owner
2. Go to Settings (gear icon) → General tab
3. Scroll to "Member Directory" section
4. Configure the options below
5. Click "Save Settings"

Setting 1: Enable or Disable the Directory

Setting: "Enable Member Directory"
- ☑️ Checked: Directory is accessible to members
- ☐ Unchecked: Directory is completely disabled (members can't access it)

When to disable:
- Your organization values privacy and doesn't want a searchable member list
- You're still setting up and want to wait before exposing the directory
- Your membership prefers to connect through other channels

Default: Disabled (you must turn it on)

Setting 2: Public vs. Member-Only Access

Setting: "Make Directory Public"
- ☑️ Checked: Anyone on the internet can view the directory (no login required)
- ☐ Unchecked: Only logged-in active/honorary members can view the directory

When to make it public:
- Community organizations that want prospective members to see who's involved
- Business networking groups that want public visibility
- You've verified members are comfortable with public exposure

When to keep it member-only:
- Fraternal organizations with privacy concerns
- Groups that value member-only networking
- Organizations handling sensitive membership (veterans, support groups)

Security note: Even if public, only the fields you enable (email, phone, address) will show. Members can still opt out individually.

Default: Member-only (public access disabled)

Setting 3: Show Email Addresses

Setting: "Show Email in Directory"
- ☑️ Checked: Member email addresses appear in the directory by default
- ☐ Unchecked: Email addresses are hidden by default

Why show emails:
- Makes it easy for members to contact each other
- Supports collaboration and networking
- Common for business/professional groups

Why hide emails:
- Reduces spam risk
- Members prefer privacy
- You want to encourage other contact methods

Member override: Individual members can still choose to show or hide their email regardless of this setting.

Default: Hidden

Setting 4: Show Phone Numbers

Setting: "Show Phone in Directory"
- ☑️ Checked: Member phone numbers appear in the directory by default
- ☐ Unchecked: Phone numbers are hidden by default

Why show phones:
- Faster communication for time-sensitive matters
- Useful for event coordination or emergency contact
- Members prefer calls over email

Why hide phones:
- Many members prefer not to share personal phone numbers
- Reduces unsolicited calls
- Email is usually sufficient

Member override: Individual members can still choose to show or hide their phone regardless of this setting.

Default: Hidden

Setting 5: Show Addresses

Setting: "Show Address in Directory"
- ☑️ Checked: Member addresses appear in the directory by default
- ☐ Unchecked: Addresses are hidden by default

Why show addresses:
- Useful for mailing newsletters, event invitations, or care packages
- Helps members see who lives nearby for carpooling
- Traditional fraternal organizations often share addresses

Why hide addresses:
- Most privacy-sensitive field
- Security concerns (home addresses)
- Not needed for most communication

Member override: Individual members can still choose to show or hide their address regardless of this setting.

Default: Hidden

Setting 6: Show Membership Length

Setting: "Show Membership Length in Directory"
- ☑️ Checked: Display how long each member has been with the organization (if joined date exists)
- ☐ Unchecked: Don't show tenure

Why show it:
- Helps recognize long-time members
- Useful for identifying mentors or veterans
- Shows commitment and experience

Format: Displays as "Member since 2020" or "4 years" (calculated from joined date)

Note: This only appears for members who have a "joined date" set. Members without a joined date won't show membership length.

Default: Hidden

Individual Member Privacy Preferences

Every member can control their own visibility in the directory, regardless of what your organization-wide settings are.

How Members Access Their Privacy Settings

1. Log into the Member Portal (not staff dashboard)
2. Click "My Profile" in the top navigation
3. Scroll to "Directory Privacy Preferences"
4. Adjust settings
5. Click "Save Profile"

Member Setting 1: Exclude From Directory Entirely

Setting: "Hide me from the directory"
- ☑️ Checked: Member will not appear in the directory at all
- ☐ Unchecked: Member appears in the directory

When a member checks this:
- Their name won't show in the directory list
- No contact info is visible
- They're completely opted out
- Other members can't find them in the directory search

Use case:
- Members who value privacy
- Members going through life changes (divorce, relocation)
- Temporary opt-out during a sabbatical

Default: Unchecked (members appear by default)

Member Setting 2: Show Email

Setting: "Show my email address"
- ☑️ Checked: Email appears in their directory listing
- ☐ Unchecked: Email is hidden

How it works:
- If org default is "show email": Unchecking this hides the member's email (override)
- If org default is "hide email": Checking this shows the member's email (override)

Use case: Member wants to be contacted by email, even if org hides emails by default.

Member Setting 3: Show Phone

Setting: "Show my phone number"
- ☑️ Checked: Phone number appears in their directory listing
- ☐ Unchecked: Phone number is hidden

How it works:
- Member can show phone even if org hides phones by default
- Member can hide phone even if org shows phones by default

Use case: Member prefers email communication and doesn't want unsolicited calls.

Member Setting 4: Show Address

Setting: "Show my address"
- ☑️ Checked: Address appears in their directory listing
- ☐ Unchecked: Address is hidden

How it works:
- Member can show address even if org hides addresses by default
- Member can hide address even if org shows addresses by default

Use case: Member recently moved and doesn't want old address visible while updating records.

Member Setting 5: Custom Title

Setting: "Directory Title" (text field)
- Members can enter a custom title or tagline to display in the directory
- Examples:
- "President, 2024-2026"
- "Membership Committee Chair"
- "Retired Teacher"
- "Available for mentoring new members"

Displays: Below their name in the directory listing

Use case:
- Show current board position
- Highlight professional expertise for networking
- Share availability or interests

Custom Fields and Directory Visibility

When you create custom fields (like "Committee Assignment" or "Professional Classification"), you can control whether each field appears in the directory.

How Custom Field Directory Visibility Works

When creating or editing a custom field:
1. Go to Settings → Custom Fields
2. Create or edit a field
3. Check or uncheck "Show on Directory"
4. Save the field

If checked:
- The field value appears in each member's directory listing
- Example: "Committee: Finance" shows under their name

If unchecked:
- The field is private and doesn't appear in the directory
- Example: "Badge Number" or "Dietary Restrictions" probably shouldn't be public

Examples of Custom Fields to Show

Good for directory visibility:
- Committee assignments (helps members contact the right people)
- Professional classification (for business networking)
- Officer positions (shows who holds what role)
- Skills or interests (helps members find collaborators)

Bad for directory visibility:
- Badge numbers (internal tracking only)
- Dietary restrictions (private health information)
- Investigation notes (staff-only field)
- Emergency contact information (private)

Member override: Currently, members cannot hide individual custom fields if the org has set them to show. They can only opt out of the directory entirely.

Common Directory Privacy Scenarios

Scenario 1: Professional Networking Group (Maximum Visibility)

Org Settings:
- ✅ Directory enabled
- ✅ Public directory (anyone can view)
- ✅ Show email
- ✅ Show phone
- ❌ Show address (too private)
- ✅ Show membership length

Custom Fields:
- "Professional Classification" → Show on Directory
- "Skills/Interests" → Show on Directory

Result: Members are easily discoverable for professional networking. Email and phone encourage connection. Addresses remain private.

Member option: Individual members can still opt out or hide specific fields if they prefer.

Scenario 2: Fraternal Lodge (Member-Only, Selective Visibility)

Org Settings:
- ✅ Directory enabled
- ❌ Public directory (member-only access)
- ✅ Show email
- ❌ Show phone (members choose)
- ❌ Show address (members choose)
- ✅ Show membership length (recognize veterans)

Custom Fields:
- "Officer Position" → Show on Directory
- "Committee" → Show on Directory
- "Badge Number" → Do NOT show on Directory

Result: Members can find each other, see who's serving where, and reach out by email. Phone and address are private unless member opts in. Public cannot access the directory.

Scenario 3: Support Group (Maximum Privacy)

Org Settings:
- ✅ Directory enabled
- ❌ Public directory (member-only)
- ❌ Show email (opt-in only)
- ❌ Show phone (opt-in only)
- ❌ Show address (never)
- ❌ Show membership length

Custom Fields:
- All fields set to "Do NOT show on Directory"

Result: Directory exists for basic member discovery (names only). Contact info is hidden by default. Members who want to connect can opt in to show email/phone.

Scenario 4: Civic Club (Balanced Approach)

Org Settings:
- ✅ Directory enabled
- ❌ Public directory (member-only)
- ✅ Show email
- ❌ Show phone (opt-in)
- ❌ Show address
- ✅ Show membership length

Custom Fields:
- "Committee Assignment" → Show on Directory
- "Shirt Size" → Do NOT show on Directory

Result: Members can contact each other by email, see who's on what committee, and recognize long-time members. Privacy is balanced with functionality.

Best Practices for Directory Privacy

For Organization Admins

Start conservative, loosen as needed
- Begin with directory member-only and minimal contact info visible
- Survey your members about their comfort level
- Gradually enable more fields if members are comfortable

Communicate your settings to members
- Send email blast explaining what's visible in the directory
- Remind members they can customize their own privacy settings
- Include instructions on how to opt out

Review custom field visibility
- Before checking "Show on Directory" on a custom field, ask: "Would members want this public?"
- Sensitive fields (health info, financial status, internal ratings) should NEVER show on directory

Don't force public directory
- If any members express discomfort with public visibility, keep it member-only
- Public directory is a major privacy decision — discuss with your board first

Respect member opt-outs
- If a member excludes themselves from the directory, don't pressure them to appear
- Some members have valid privacy concerns (stalking, divorce, witness protection)

For Individual Members

Review your privacy settings at least annually
- Life circumstances change (new job, new address, privacy concerns)
- Update your settings after major life events

Use the opt-out if needed
- Don't feel pressured to appear in the directory
- Your privacy matters more than directory completeness

Consider showing at least email
- Email is the least privacy-invasive contact method
- Helps other members reach you for organization matters
- You can always unsubscribe or filter messages

Use custom title strategically
- Highlight your role or expertise
- Make yourself discoverable for collaboration
- Keep it professional and brief

Don't share info you're uncomfortable with
- If org default shows phone/address, you can hide yours
- Better to appear in the directory with limited info than to opt out entirely

Troubleshooting Directory Privacy

"The directory doesn't appear in my member portal"
- The organization admin has disabled the directory
- Go to Settings → General → Enable Member Directory
- Save settings and it will appear

"I can't see some members in the directory"
- They may have opted out using "Hide me from the directory"
- Only active and honorary members appear (prospects, inactive, resigned members don't show)
- You must be logged in as an active/honorary member to view the directory

"A member's email shows even though I set 'Hide Email' as default"
- That member has enabled "Show my email" in their personal privacy settings
- Member preferences override organization defaults
- This is working as designed

"I want to hide the directory from certain custom fields but show others"
- Each custom field has its own "Show on Directory" checkbox
- Edit each field individually: Settings → Custom Fields → Edit field
- Check/uncheck "Show on Directory" for each field

"A member wants to appear in the directory but hide their contact info"
- Have them log into the Member Portal → My Profile
- Uncheck "Show my email", "Show my phone", "Show my address"
- Leave "Hide me from the directory" unchecked
- They'll appear with name only

"The public can see our directory but I want it member-only"
- Go to Settings → General → Member Directory
- Uncheck "Make Directory Public"
- Save settings
- Only logged-in active/honorary members can now view it

"Can I force all members to appear in the directory?"
- No. Members always have the right to opt out using "Hide me from the directory"
- This is a privacy protection feature and cannot be disabled
- If you need complete roster visibility for staff, use the Staff Dashboard member list instead

"How do I see who has opted out of the directory?"
- Go to Staff Dashboard → Members
- Export roster to CSV
- Look for members where directory preferences show "excluded_from_directory = True"

Privacy and Compliance Considerations

GDPR / Privacy Law Compliance:
- If your organization has members in the EU, allowing members to opt out is critical for GDPR compliance
- Members have the "right to be forgotten" — honor opt-out requests promptly
- Don't require directory participation as a condition of membership

Email Privacy:
- Showing emails in the directory may expose members to spam or harvesting
- If directory is public, be aware that bots can scrape email addresses
- Consider using a contact form instead of showing raw emails (future feature)

Address Privacy:
- Addresses are the most sensitive contact field
- Never require address visibility
- Be cautious about showing addresses publicly (stalking, safety concerns)

Children and Minors:
- If your organization includes minors (youth groups, family clubs), be extra cautious with directory visibility
- Consider separate privacy rules for minor members
- Consult legal counsel if you're unsure

Staff-Only Access:
- Staff Dashboard shows full roster regardless of directory privacy settings
- Staff with Secretary, Admin, or Owner roles can always see all contact info
- Directory privacy only affects member portal visibility

Need Help?

If you're setting up your directory and need guidance on privacy settings for your specific organization type:

Email us: [email protected]

Include:
- Your organization type (fraternal, civic, veterans, etc.)
- Your privacy concerns or goals
- Any regulatory requirements (GDPR, etc.)

We're happy to recommend a configuration that balances privacy with functionality.