The Fan Directory is your command center for fan data. It is a powerful, searchable table that shows every fan who has interacted with your music, your marketing, or your merch. Think of it as the spreadsheet you always wished you had — except it updates itself automatically and connects to everything.Documentation Index
Fetch the complete documentation index at: https://help.fanaura.com/llms.txt
Use this file to discover all available pages before exploring further.
Accessing the Directory
As your fan count grows into the thousands or tens of thousands, the table stays fast because it loads fans in batches.
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”
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
- Source Filter
- VIP Tier Filter
- Location 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 |
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. |
Adding a Fan Manually
Sometimes you meet a fan at a show, get a referral, or just need to add someone by hand.Fill in the fan's details
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)
Exporting Fan Data
You can download your fan data as a CSV file at any time.- Export All Fans
- Export 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)
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
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
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
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
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
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.