Suggested fields for your index

There is no limit to the number or type of fields you choose to display in your Names & Faces. But if you're looking for guidance, here's a list of required and suggested fields, as well as a template to help you get started.

Required fields

  • *First Name
    We always suggest displaying people's preferred names, so you can address them as they like to be called.
  • *Surname
    While not strictly required, displaying surnames will result in nicer looking profiles and improved search and sorting options.
  • *Email address
    Our  system uses email as a person's unique ID so we can collate and track changes to their profiles. For this reason, each entry in your data will require an email field. If you don't have an email for each entry, simply generate one like as a system reference. Furthermore, besides being a useful contact field to display, which you can simply select to send that person an email, you'll also use this field to invite a person to view your directory when you're done. Note: you do not have to display this field in your directory.

    Suggested fields

    • Role/Job Title/Relation
      Usually the second entry on a profile, this field provides context for how the person relates to the rest of the group.
    • Team/Department
      In addition to providing further context for a person, adding fields that are shared by multiple entries allows you to filter your people and view groups of people who share the same field, like Marketing. We call these fields categories. Note: If a person belongs to multiple categories within a single field, simply separate these using a semicolon and space (eg: Marketing; Management)
    • Office/Location
      Adding location as its own field, rather than as a derivative of a team is a good idea as it allows you to combine categories for more accurate sorting. An example being; let me see everyone in New York; now, let me see everyone in the Marketing and Design teams in New York.
    • Cell number
      Many people use Names & Faces as an easily accessible, searchable and shareable contact directory. In fact, the directories that are most frequently used all list at least one phone number per person. For this reason, this should almost be a required field, but we know it may not suite all contexts. Note: By entering a cell number with the country code (eg: +1 123 456 7890) users will be able to send a message, WhatsApp and call or FaceTime a person by simply tapping their number.
    • Home/Office number (and extension)
      Additional contact numbers are useful when someone has several ways of getting in touch. Remember to always record the full number, including dial codes and extension to enable the tap to call function.
    • Slack/Skype/Teams ID
      Names & Faces is not a communication channel, but by including all your platform info it can become the hub of where to find these details. Note: Our Slack integration is coming soon!
    • Social Media/Calendar/Meeting room/Portfolio links
      By including urls in your data, you'll be able to jump directly to these resources from a person's profile.
    • Start date
      It's super handy to have a quick reference of notable dates, like when your colleague started at your organization - you might even remember to congratulate them on their anniversary. Note: Upcoming anniversary reminders coming soon!
    • Birthday
      We all know that awkward feeling of not knowing it's someone's birthday until the end of the day - this way, you won't forget. Note: Upcoming birthday reminders coming soon!

    Additional fields

    Depending on your directory's context, you may want to add any number of additional fields, such as those below, that may be useful to you and your users. Note: Just remember that in order to ensure your directory stays current this info should be easy to generate or collect and manage.

    • About me/Bio/Talk to me about
    • Interests/Hobbies
    • Skills
    • Committees
    • Partner's/Children's/Pet's names
    • Clients worked on
    • Coffee order/Dietary preference


    - Search: All the fields that you choose to display in your directory will be searchable
    - Blanks: Blank entries will not display empty headers
    - Editing fields: You can add or remove columns at any time after you have built your directory
    - Multiple field entries: To add a person to multiple categories within a single field, simply separate these using a semicolon and space (eg: Marketing; Management)

    Template download

    Click here to access a data template to get you started.


    For guidance on how to structure your data for a successful import, check out a list of data structure requirements here.


    And that's it! Let us know what other fields you used in your directory that we can add to the list.