Table of contents

Getting started with the Staff Directory app

Add the app for your organization

  1. Find the Cloudwell Team Members app in the SharePoint Store or find us in Microsoft App Source.
  2. In the SharePoint admin center, click Advanced > API access in the left navigation. Select each of the pending requests from the Staff Directory by Cloudwell package and click Approve.

Add the app to a SharePoint page

  1. Go to the page where you want to add the app.
  2. Click edit at the top right of the page.
  3. Hover your mouse above or below an existing web part and you’ll see a line with a circled +.
  4. Click + and you’ll see a list of web parts to choose from. To easily find the Staff Directory by Cloudwell web part, start typing in the Search box and then select Staff Directory by Cloudwell in the search results.

Configure the app

  1. The app uses the native settings dialogs in SharePoint and Teams to configure the app.
    • To edit the settings in SharePoint, while in edit mode on a page, select the Edit web part icon on the Staff Directory by Cloudwell web part.
    • To edit the settings in Teams, select the dropdown of the Staff Directory by Cloudwell tab you would like to edit and click settings.
  2. The Settings panel will become visible on the right side of the screen.

Layout settings

The Layout settings offer you the tools to craft a visually compelling and user-friendly directory. Take control of how your web part is presented, ensuring it aligns with your organizational aesthetics and usability preferences.

Page size

Determine how many individuals are presented on a single page within the Staff Directory. Set at a default of 12, this option allows you to define the density of your directory’s display. Whether you’re aiming for a more compact overview or a broader visual spread, adjust this setting to best fit your viewing needs.

Show page number buttons

Toggle this setting to display or hide the page number buttons within the web part. Enabling this feature enhances navigation, especially for directories with multiple pages, allowing users to effortlessly jump between specific pages. If you aim for a cleaner interface with minimal elements, consider turning this feature off.

Show all by default

Activate this setting to display the entirety of your staff listings upon the initial load of the web part. By doing so, users are immediately presented with a comprehensive view, eliminating the need for additional search and filtering. This is ideal when a full overview is preferred right from the start.

Show QR Code

Enable this option to introduce a QR Code within the web part. With this feature activated, users can quickly view QR Codes for individual staff profiles or contact details, facilitating easy sharing and access via devices.

Show presence

Toggle this setting to visualize the online status or availability of staff members within the web part. When activated, users can instantly identify if a colleague is online, offline, busy, or away, enhancing real-time collaboration and communication. This feature is especially beneficial in dynamic work environments or remote teams, ensuring that you’re always connected and informed.

Show export actions

Enable this option to provide users with export capabilities within the web part. With this feature active, users can effortlessly export staff directory data, be it for reporting, analytics, or backup purposes. Whether it’s exporting to CSV or Excel, this feature simplifies data management and ensures you have the tools at hand to utilize directory information beyond the platform.

Default view

Choose your preferred initial display mode for the web part. Your selection here determines the default view users experience when accessing the directory, ensuring the interface aligns with your organization’s aesthetics and functional preferences.

  • Cards: Opt for a more visual and interactive presentation with card views. Each staff member is showcased with their photo, name, and essential details arranged in an individual card format, making it easy to visually scan and interact with profiles.
  • List: For those seeking a compact and streamlined overview, the list view organizes staff details in a concise tabulated format. This mode is ideal for quick information retrieval and offers a straightforward display without the frills.

Available views

Customize your Staff Directory experience by selecting which view options to offer to users within the web part. By selecting one or both views in the settings, you determine the viewing flexibility your users have, aligning the directory’s presentation with your organization’s requirements and user preferences.

Multiple view options to meet your user experience needs.
Multiple view options to meet your user experience needs.


The Celebrations feature in the Staff Directory allows for a special visual treatment to highlight and celebrate staff birthdays and work anniversaries. With this feature, organizations can foster a sense of community and appreciation among their colleagues.

  1. Birthday: The birthday data is sourced from the end user’s Delve profile. Users are responsible for setting their birthdate information in their Delve profiles to ensure that the Celebrations feature can recognize and display it.

  2. Hire date (Work anniversaries): The hire date used to determine work anniversaries is sourced from the “Employee hire date” property in Azure AD. This property is typically configured by an admin.

Cards settings

Card layout

Choose a card layout that best aligns with your organizational style and the information density you prefer for the directory.

Small: A compact card that provides essential details at a glance, ensuring a larger number of staff cards are viewable within the same viewport. Perfect for directories with a higher number of entries or for minimalistic aesthetics. For quick contact actions, simply click on the ellipsis (three dots) present on the card.

Medium: A balanced layout that offers a bit more space for each staff’s information without overwhelming the viewer. This size caters displays their photo, name, job title, department, and quick contact actions.

Large: Maximize the visual space dedicated to each staff member, providing ample room to showcase their photo, name, job title, department, location, company, quick contact actions. This layout is ideal for directories where each entry’s comprehensive presentation is a priority.

Configure card layout

This feature allows admins to personalize the appearance and content of staff cards based on different sizes. Make your directory more efficient and user-friendly by tailoring the information displayed.

Reset to default: In the top right of the dialog next to the close panel button, you’ll find an icon button that allows you to reset the card layout to its original default settings.

Sample card preview: Beneath the information note, there’s a dynamic sample card that updates in real-time based on the properties and order you define.

Properties to show: A multi-select dropdown allows you to choose which properties you want to display on the card. Select the desired properties from the dropdown list.

Property order: Adjust the order of the selected properties to determine their sequence on the card by dragging the property up or down.

Card Size and Property Limitations
  • Small Card: Supports up to 2 properties.
  • Medium Card: Supports up to 3 properties.
  • Large Card: Supports up to 5 properties.

List settings

Compact mode

By default, Compact Mode is turned off, offering a standard list view with a balanced amount of spacing and detail. Adjust this setting to display the list view in a condensed format, allowing for a larger number of staff entries to be visible within the same viewport.

Configure list view

This setting allows admins to select which columns they want displayed in the list view. Customize your view for enhanced navigation and clarity.

Reset to default: In the top right of the dialog next to the close panel button, you’ll find an icon button that allows you to reset the list view to its original default settings.

Properties to show: A multi-select dropdown allows you to choose which properties you want to display in the list. Select the desired properties from the dropdown list.

Property order: Adjust the order of the selected properties to determine their sequence in the list by dragging the property up or down.

Filter and sort settings

Sort by

Your selection determines the initial sort order when users access the staff directory. Choose the primary criterion by which staff entries are organized in the directory:

  • Last name (Default): By default, the staff directory lists entries in alphabetical order based on last names. This traditional approach aids in swift location of staff entries, especially in large directories.
  • First name: Opt to sort the directory alphabetically by staff members’ first names. Some organizations or cultures may find this order more intuitive, especially if first names are commonly used in daily interactions.

Filter by

The Filter by setting defines the default letter-based navigation for the directory, enhancing user experience by offering intuitive quick-access options. Refine the directory’s letter-based navigation with this setting, allowing users to quickly jump to entries based on the beginning letters of staff names:

  • Last name (Default): By default, the letter filters align with staff members’ last names. When users click on a particular letter, the directory will jump to entries whose last names start with the chosen letter. This is a familiar approach, especially suited for large directories where rapid navigation is essential.
  • First name: When selected, the letter filters are tailored to staff members’ first names. Clicking on a letter will showcase entries with first names starting with that particular letter. This option might be preferred in environments where interactions are more informal, or first names are predominantly used.

Show search

The Show search toggle allows you to decide on the visibility of the search functionality. The search capability ensures that users can quickly find and interact with staff entries, regardless of the volume of entries in the directory.

  • On (Default): By default, a search box is prominently displayed within the staff directory. Users can type in keywords, and the directory will instantly filter results based on matches found in the following fields:
    • First name
    • Last name
    • Job title
    • Department
    • Office location
  • Off: If you wish for a more streamlined view, or if you believe the directory’s size doesn’t necessitate a search function, you can choose to hide the search box.

Show letter filters

Enhance user navigation by enabling an alphabetical letter-based filtering system, allowing users to instantly access staff entries based on their initial letters:

  • On (Default): When activated, users will see a row of alphabetical letters at the top or beginning of the staff directory. By clicking on a specific letter, the directory will display entries starting with that particular letter. This quick-navigation tool is especially useful for large directories, helping users locate entries without scrolling through the entire list.

  • Off: Deactivating this toggle removes the alphabetical letter filters from the directory’s view. This might be preferred for directories with fewer entries or when you want a minimalist interface without additional navigation aids.

Exclude disabled accounts

Ensure that your staff directory remains current and relevant by controlling the visibility of disabled accounts:

  • On (Default): By default, the staff directory is set to exclude any disabled accounts from being displayed. This ensures that users only see active and currently relevant staff members, providing a cleaner and more efficient browsing experience.

  • Off: If you choose to deactivate this toggle, the directory will include all accounts, both active and disabled. This might be preferred in scenarios where historical or comprehensive staff records are necessary, or in environments where account statuses fluctuate frequently.

User types

The User Types setting provides flexibility in curating the directory’s content, ensuring it remains an accurate reflection of your organizational structure and collaboration strategy. You can select either or both options:

  • Member (Default): By default, only members – individuals who are part of your organization or primary domain – are shown in the staff directory. This provides a focused view, spotlighting the core individuals of your organization.

  • Guest: By selecting the ‘Guest’ option, the directory will also include users with guest access to your environment.

Available quick filters

The Available Quick Filters setting gives administrators the ability to customize the directory’s filtering options for end users. The sequence in which these properties are selected within this setting determines their display order for end-users. For example, if “Department” is chosen first followed by “Location”, users will see the “Department” filter dropdown before the “Location” dropdown when browsing the directory.

Advanced filters

Harness the power of Cloudwell’s “Advanced Filters” to ensure that your staff directory is not just comprehensive but laser-focused on showcasing the most relevant and desired entries.

Dive deep into your directory’s data with our suite of supported fields, allowing you to tailor the directory precisely to your organization’s needs:

  • Job Title: Filter entries based on specific roles or designations within the organization.
  • Department: Group or view entries according to their respective departments or divisions.
  • Manager email: Locate staff members by identifying their reporting manager via email.
  • Office location: Sort entries based on geographical or office-based locations.
  • Email: Directly filter using the email addresses of staff members.
  • First name & Last name: Customize your directory view using individual’s names for precise searches.
  • Company name: Ideal for businesses with multiple subsidiaries or brands, filter by specific company affiliations.
  • Organizational Unit (OU): Drill down based on specific units or teams within the larger organizational structure.

Operators for Precise Filtering:

With an array of versatile operators at your disposal, the precision and flexibility of your searches are unmatched:

  • Contains / Does Not Contain: Ideal for partial matches or excluding specific criteria.
  • Starts With / Does Not Start With: Target entries based on the beginning portion of a field.
  • Ends With / Does Not End With: Filter entries based on the concluding segment of a field.
  • Regular Expression: For intricate search patterns, offering unparalleled granularity.
  • Contains Data / Does Not Contain Data: Easily identify entries with populated fields or pinpoint those missing data.
  • Equals / Does Not Equal: Focus on exact matches or explicitly exclude certain criteria.

Upgrade the app

Upgrading to the most recent version of the app is simple.

  1. In your organizations App Catalog, find the app and select the checkbox on the left.
  2. In the Files ribbon, select Upgrade Store App.
  3. Once updated, you will notice the updated App Version number in the app catalog. Additionally, you can view the app version in the web part settings panel on a SharePoint page.

Uninstall the app

  1. Go to your tenant’s SharePoint App Catalog and click the “Apps for SharePoint” link in the quick launch navigation.
  2. Select Staff Directory by Cloudwell in the list of apps and click delete from the menu.

Limitations and Known Issues

None at this time.