Creating a Shareable and Printable PDF Directory

The Contact Directory tool creates a nicely formatted PDF using information already saved in Connection Card Pro. The finished directory can be downloaded, printed, emailed, or shared electronically with the people in your organization.

Open the Directory Generator

From the main menu, go to:

Reports > Contact Directory

The Generate PDF Directory page opens. The available settings control the directory title, page layout, branding, household arrangement, photos, contact information, classifications, and eligibility rules.

Enter the Directory Details

Directory Title

Enter the title that should appear at the beginning of the directory.

The organization name followed by the word “Directory” is entered automatically. You can replace this with another title, such as:

• Church Family Directory
• 2026 Member Directory
• Staff and Ministry Leader Directory
• Small Group Contact Directory

Subtitle or Short Message

Use Subtitle or Short Message to add optional information below the directory title.

This can be used for a date, a brief explanation, or a reminder about how the directory should be used. For example:

• Updated member contact information for 2026
• For internal church use only
• Staff and ministry leaders

The subtitle can be left blank.

Choose the Page and Layout Settings

The Page and Layout section controls the overall structure of the PDF.

Opening Style

Select how the directory should begin:

Branded Header

Begins the directory with a branded header containing the directory title and related organization information.

Cover Page and Branded Header

Adds a separate cover page before the directory entries and continues to use the branded header on directory pages.

Minimal Header

Uses a simpler header when a more compact or understated directory is preferred.

Paper Size

Select the size of the finished PDF:

• Letter (8.5" × 11") is appropriate for standard printers, binders, and full-size printed directories.
• Half Letter (5.5" × 8.5") creates a smaller directory that can be printed as a booklet or distributed in a more compact format.

Orientation

Select the direction of the page:

• Portrait uses a taller page.
• Landscape uses a wider page and may provide more room for multiple entries across each row.

Entries per Row

Select how many directory entries should be placed across each row:

• 1 column provides the most room for each household or individual.
• 2 columns provides a balance between readability and the number of entries on each page.
• 3 columns creates a more compact directory with more entries on each page.

Spacing

Select the amount of vertical space used by each entry:

• Comfortable provides additional spacing and is generally easier to read.
• Compact reduces spacing so more entries can fit on each page.

The amount of information selected for each person also affects the height of each entry.

Directory Sections

Select Show alphabetical section headings to divide the directory into sections based on the first letter of each last name.

For example, people with last names beginning with “A” appear under an A heading, followed by a B heading for last names beginning with “B.”

Clear this option to create one continuous list without letter headings.

Customize the Directory Branding

The Branding section controls the colors and logo used in the generated PDF.

Primary Color

Select the main color used for prominent directory elements such as headers, borders, and section accents.

The initial color is based on the primary color saved in the organization’s profile. It can be changed for this directory without changing the organization profile itself.

Background Accent

Select the lighter accent color used for backgrounds and supporting design elements.

Choose a light color that provides enough contrast for names and contact information to remain easy to read.

Organization Logo

Select Include organization logo to add the organization’s saved logo to the directory design.

If an organization logo is not available, the option is disabled and the page displays:

No organization logo is currently available.

Choose How People and Households Are Displayed

The People and Household Display section determines whether spouses are combined or shown separately.

Households

Select Households to combine spouses into one directory entry.

A household entry can include:

• The shared last name
• The first names of both spouses
• One or two adult photos
• The household address
• The household phone number
• Each adult’s cell phone number
• Email addresses
• The first names of children

This setting is generally appropriate for a church-wide family directory.

Individuals

Select Individuals to create a separate directory entry for each eligible adult.

This setting may be more appropriate for staff lists, volunteer directories, leadership directories, or other situations where each person should have an independent entry.

Photos

Select one of the following options:

Do not include photos

Creates a text-only directory.

Include one photo per entry

Includes the selected public directory image for the primary person in each entry.

Include photos for both adults

Includes a photo for each adult in a household entry.

Photos use each person’s selected public directory image. When an appropriate image is not available, a default person image may be displayed.

Choose the Contact Information to Include

Under Contact Information, select each type of information that should appear in the directory.

Address

Includes the person or household’s preferred address.

Home Phone Number

Includes the saved home phone number when one is available.

Cell Phone Numbers

Includes saved cell phone numbers.

For household entries, the PDF can identify which cell phone number belongs to each adult.

Email Addresses

Includes available email addresses for the people shown in the entry.

First Names of Children

Includes the first names of children connected to the household.

This option is available when the directory is organized by Households. Children are listed by first name under the household rather than being given separate adult directory entries.

Choose Which Classifications Are Included

The Classifications section determines which people are eligible for the directory based on their current classification.

Include All Classifications

Select Include all classifications to include eligible people without limiting the directory to particular classifications.

Include Only Selected Classifications

Select Include only selected classifications to display the available classification list.

Select each classification that should be included. Examples may include:

• Members
• Regular Attenders
• Staff
• Leaders
• Parents
• Guests

The exact classification options are based on the classifications configured for your organization (People > People Settings > Classifications).

Use:

• Select all to select every listed classification.
• Clear all to clear every listed classification.

People Without a Classification

Select Include people without a classification to include otherwise eligible people who do not currently have a classification assigned.

Clear this option when the directory should contain only people assigned to one of the selected classifications.

Review Privacy and Eligibility Options

Connection Card Pro applies the following eligibility rules when creating the directory:

• People without both a first and last name are excluded as primary directory entries.
• Anyone with a saved birthday who is under 18 is excluded as a primary directory entry.
• A child may still appear by first name under a household when First names of children is selected.

Exclude People Without a Saved Birthday

Select Also exclude people who do not have a birthday saved when the directory should contain only people whose age can be confirmed from a saved birthday.

Leave this option clear to allow people without a saved birthday to appear, provided they meet the other directory requirements.

Review the Layout Preview

The Layout Preview updates as directory settings are changed. It provides a general representation of:

• The selected primary and background accent colors
• The directory title and subtitle
• The organization logo
• The number of entries per row
• Whether photos are included
• Whether alphabetical section headings are included

The preview is representative and does not display actual member information.

The generated PDF automatically adjusts entry heights and page breaks based on the actual names, photos, addresses, phone numbers, email addresses, and children included in each entry.

Generate, Print, or Share the PDF

1. Review the directory title and subtitle.
2. Confirm the page size, orientation, number of columns, and spacing.
3. Confirm the branding colors and logo selection.
4. Choose whether the directory should use household or individual entries.
5. Select the photo and contact information options.
6. Confirm which classifications should be included.
7. Review the privacy and eligibility settings.
8. Select Generate PDF.

The PDF opens in a new browser tab. The directory settings remain available in the original tab.

From the PDF tab, use the browser or PDF viewer controls to:

• Download the PDF
• Save a copy for your records
• Print the directory
• Attach the PDF to an email
• Share it through another approved communication method

Common Directory Configurations

Printed Church Family Directory

• Opening Style: Cover Page and Branded Header
• Paper Size: Letter
• Orientation: Portrait
• Entries per Row: 2 columns
• Spacing: Comfortable
• Display: Households
• Photos: One photo per entry or photos for both adults
• Information: Address, phone numbers, email addresses, and children as appropriate

Compact Phone Directory

• Opening Style: Minimal Header
• Paper Size: Letter
• Orientation: Portrait or Landscape
• Entries per Row: 2 or 3 columns
• Spacing: Compact
• Photos: Do not include photos
• Information: Phone numbers and email addresses

Staff or Leadership Directory

• Opening Style: Branded Header
• Display: Individuals
• Photos: Include one photo per entry
• Classifications: Include only selected classifications
• Selected classifications: Staff, leaders, or other applicable classifications

Small Printed Booklet

• Paper Size: Half Letter
• Orientation: Portrait
• Entries per Row: 1 or 2 columns
• Spacing: Compact

Troubleshooting

A Person Is Missing From the Directory

Check the following:

• The person has both a first and last name.
• The person is assigned to an included classification.
• Include people without a classification is selected when the person does not have a classification.
• The person is not under 18 according to their saved birthday.
• Also exclude people who do not have a birthday saved is not excluding them.

A Spouse Appears Separately

Confirm that Households is selected and that the spouse relationship is correctly saved between the two people in Connection Card Pro.

A Child Does Not Appear Under the Household

Confirm that:

• Households is selected.
• First names of children is selected.
• The child relationship is correctly saved for one or both adults in the household.

A Person’s Photo Is Missing or Incorrect

The directory uses the person’s selected public directory image. Review the person’s saved images and confirm that the appropriate image is selected for public use.

The Organization Logo Is Not Available

The Include organization logo option is available only when an organization logo has been saved in the organization profile.

The Directory Uses Too Many Pages

To reduce the number of pages, consider:

• Changing Spacing to Compact.
• Increasing Entries per Row.
• Removing photos.
• Including fewer contact-information fields.
• Limiting the directory to selected classifications.
• Using landscape orientation.

The Entries Are Too Small

To make entries easier to read, consider:

• Using one or two columns instead of three.
• Changing Spacing to Comfortable.
• Using Letter paper instead of Half Letter.
• Removing less important contact fields.