Accessing the Directory
- Click Fans in the left sidebar.
- You will land on the Directory tab by default.
Understanding the Columns
Each row in the Directory represents one fan. Here is what each column tells you:| Column | What It Shows |
|---|---|
| Name | The fan’s first and last name. Click the name to open their full profile. If no name was provided, you will see their email or phone number instead. |
| The fan’s email address. A small icon indicates whether they are opted in to email marketing. | |
| Phone | The fan’s phone number in formatted display (e.g., (615) 729-6291). A small icon indicates SMS opt-in status. |
| Location | City, State, Country. Auto-populated from signup data or geocoded from IP address. |
| Status | Either Verified (confirmed email or phone) or Lead (unverified or incomplete data). |
| Source | Where this fan first entered your database: SMS, Email, Instagram, Pre-Save, RSVP, Shopify, or Manual. |
| Engagement Score | A number from 0 to 100 representing how active this fan is. Higher means more engaged. The score recalculates as fans interact with your content. |
| VIP Tier | The fan’s current tier: Bronze, Silver, Gold, Platinum, or Diamond. Displayed as a colored badge. |
| Date Added | When this fan first appeared in your database. |
Searching for Fans
The search bar at the top of the Directory lets you find specific fans instantly. You can search by:- Full name — “Sarah Johnson”
- Partial name — “Sarah” or “Johns”
- Email address — “sarah@gmail.com” or just “sarah@”
- Phone number — “(615) 729-6291” or “6157296291” or “+16157296291”
- Instagram handle — “@sarahlovesmusic”
Tip: If you are looking for a fan and are not sure of the spelling, try searching by email or phone number instead. Those are always exact.
Filtering Your Fans
Filters let you narrow down the Directory to show only fans who match specific criteria. Click the Filters button (funnel icon) to open the filter panel.Status Filter
| Option | What It Shows |
|---|---|
| All | Every fan in your database |
| Verified | Fans who have confirmed their email or phone number |
| Leads | Fans with unverified or incomplete contact info |
Source Filter
Filter by how the fan entered your database:| Source | Description |
|---|---|
| SMS | Fans who texted your artist phone number |
| Fans who signed up via an email form or smart link | |
| Fans who interacted via Instagram DM | |
| Pre-Save | Fans who pre-saved a release through your smart link |
| RSVP | Fans who RSVP’d to one of your events |
| Shopify | Customers synced from your connected Shopify store |
| Manual | Fans you added by hand or imported via CSV |
VIP Tier Filter
Filter by engagement tier:- Bronze — Starting tier (0 tokens)
- Silver — Early engaged (100+ tokens)
- Gold — Consistently engaged (500+ tokens)
- Platinum — Highly engaged superfans (2,000+ tokens)
- Diamond — Your most dedicated fans (10,000+ tokens)
Location Filter
Narrow down by geography:- Country — Select one or more countries
- State / Region — Select specific states or provinces
- City — Search for a specific city
Combining Filters
All filters work together with AND logic. If you select Source: SMS + VIP Tier: Gold + Location: Nashville, you will see only Gold-tier fans who came in via SMS and are located in Nashville. To clear all filters, click Reset Filters.Sorting the Table
Click any column header to sort the table by that column. Click the same header again to toggle between ascending and descending order. Common sorting strategies:| Sort By | Why |
|---|---|
| Engagement Score (descending) | See your most engaged fans first — great for identifying superfans. |
| Date Added (descending) | See your newest fans first — useful for checking recent campaign results. |
| VIP Tier (descending) | See Diamond and Platinum fans at the top. |
| Location | Group fans by geography alphabetically. |
| Source | Group fans by acquisition channel to compare which channels bring in the most fans. |
Selecting Fans & Bulk Actions
Selecting Individual Fans
Click the checkbox on the left side of any fan row to select them. A blue action bar appears at the top of the table showing how many fans you have selected.Select All
Click the checkbox in the column header to select all fans on the current page. If you have more fans than fit on one page, you will see an option to “Select all X fans matching your filters.”Bulk Actions
With fans selected, the action bar gives you these options:| Action | What It Does |
|---|---|
| Add to List | Add the selected fans to an existing fan list, or create a new list. |
| Remove from List | Remove selected fans from a specific list. |
| Export Selected | Download just the selected fans as a CSV file. |
| Delete | Remove the selected fans from your database. This is permanent — use with caution. |
Tip: Bulk actions combined with filters are incredibly powerful. Filter to “Pre-Save fans in Los Angeles,” select all, and add them to an “LA Pre-Savers” list in seconds.
Adding a Fan Manually
Sometimes you meet a fan at a show, get a referral, or just need to add someone by hand.- Click the Add Fan button in the top-right corner of the Directory.
- The Add Fan modal opens with these fields:
- First Name (required)
- Last Name (optional)
- Email (optional, but recommended)
- Phone (optional, must be in valid format)
- City (optional)
- State (optional)
- Country (optional, defaults to US)
- Fill in what you know and click Save.
Tip: Even if you only have a first name and email, add them. You can always fill in more details later, and they will start receiving your marketing (if they opt in).
Exporting Fan Data
You can download your fan data as a CSV file at any time.Export All Fans
- Click the Export button (download icon) in the top-right area of the Directory.
- A CSV file downloads containing all fans matching your current filters.
Export Selected Fans
- Select specific fans using the checkboxes.
- Click Export Selected in the blue action bar.
- A CSV file downloads containing only the selected fans.
What is Included in the Export
The CSV export includes these columns:- First Name
- Last Name
- Phone
- City
- State
- Country
- Status (Verified / Lead)
- Source
- Engagement Score
- VIP Tier
- Date Added
- SMS Opt-In (true/false)
- Email Opt-In (true/false)
Note: Fan activity history (timeline events, conversations, etc.) is not included in CSV exports. The export is for contact data and metadata only.
Clicking Into a Fan Profile
Click any fan’s name in the Directory to open their full profile page. The profile gives you the complete picture of that individual fan — their contact info, activity timeline, conversations, VIP progress, list memberships, and more. Learn more about Fan Profiles →How Data Gets Populated
You might wonder how all these fields get filled in. Here is how each column gets its data:| Column | How It Gets Populated |
|---|---|
| Name | From signup forms, Shopify customer data, CSV imports, or manual entry. |
| From smart link forms, pre-save flows, CSV imports, Shopify sync, or manual entry. | |
| Phone | From SMS opt-in (when a fan texts your number), smart link forms, CSV imports, or manual entry. |
| Location | From signup forms (city/state fields), IP geolocation on smart links, Shopify shipping addresses, or manual entry. |
| Status | Automatically set to “Verified” when email or phone is confirmed. Otherwise “Lead.” |
| Source | Automatically set based on the first touchpoint that created the fan record. |
| Engagement Score | Calculated automatically from all fan activity. Updates in real-time. |
| VIP Tier | Determined by total tokens earned. Updates as fans accumulate tokens. |
| Date Added | Timestamp of when the fan record was first created. |
Tips & Best Practices
- Check your Directory after every campaign. After a pre-save launch or show announcement, come back to the Directory and sort by Date Added (newest first) to see who came in.
- Use filters before sending blasts. Never blast your entire database blindly. Filter to the relevant segment first — fans in a specific city for a tour announcement, or merch buyers for a new drop.
- Keep an eye on Engagement Score. Fans with declining scores might need re-engagement. Fans with rising scores might be ready for a VIP upgrade or special offer.
- Regularly export backups. While Fanaura keeps your data safe, it is always smart to have a local CSV backup of your fan database.
- Clean up leads periodically. Review fans with Status: Lead. If they have been sitting with incomplete data for months, consider reaching out or archiving them.
What’s Next
- Fan Profiles — Dive deep into individual fan records
- Fan Lists — Organize fans into targeted segments
- Importing Fans — Bring in fans from other platforms
- Heatmaps — See your fans on a map