The Assistants feature gives Envoy administrators the flexibility to specify who receives notifications for certain employees. For the purposes of this article, weâll refer to the employee that has an assistant as the executive.
How the assistants feature works
When a visitor has a meeting with an executive, theyâll arrive at your office and sign-in on the iPad. The visitor will choose the executive as their host. With the assistant feature, the assistant will receive the host notification and will know to come to greet the executiveâs guest. Assistants will also receive delivery notifications on behalf of their executive.
As an Envoy administrator, you can choose if only the assistant should be notified, or if both the assistant and the executive should receive notifications at the same time. Youâll assign assistants and choose these assistant notification settings on the executiveâs employee record in your directory.
Benefits of the Assistants feature
Encourages a better sign-in experience, since the visitor only needs to remember their hostâs nameânot the host and assistantâs names.
Allows assistants to greet the guest, so the executive can stay focused until their meeting.
Provides flexibility to send notifications to just the assistant or to both the assistant and their executive.
Assistants also have access to the executiveâs details on their Envoy dashboard. This way, they can view their executiveâs visitors, create invites on their behalf, and more.
Assigning assistants
Assistants are assigned within the directory. You can either assign assistants manually or assign them during your CSV upload.
How to manually assign assistants
Search for and select the employee to whom youâd like to assign assistants.
Click on âNo assistant.â
Start typing the assistantâs name, and select it when it appears.
To add multiple assistants, type and select another name.
How to assign assistants via CSV
If you manage your directory updates by uploading a CSV, this is the easiest way to assign assistants.
Open your CSV file.
Locate the row that contains the executiveâs employee details.
At the end of the row (if youâre using a spreadsheet, this would be the fourth column), simply type the assistantâs email address.
To add multiple assistants, you can add multiple email addresses. Separate them using a comma.
Note: The assistantâs email address must match another employee in your CSV file. If you have two assistants for one executive the row in the CSV will look as follows: Dan Swanson, [email protected], 2025550121, "[email protected], [email protected]",