How the directory works

To take advantage of features like delivery or host notifications, Envoy needs to “know” how to contact your employees. You’ll provide your employee contact information to Envoy by creating and maintaining your directory.

The directory should contain an employee record for each employee. These records have the employees name, email address, cell phone number (optional) and assistant (optional).

Once an employee record is created in your directory, that employee will have certain permissions based on the which products and account configurations you use:

  • Receive host notifications from Envoy Visitors: During sign-in, a visitor will be able to select the employee’s name in the host field.
  • Receive delivery notifications from Envoy Deliveries: When an administrator logs a delivery, the Deliveries will match the recipient name with their name in the directory.
  • Access their Envoy dashboard and Envoy Passport mobile app: Employees can log in on web and mobile to manage visitors, invites and/or deliveries.
  • Accept an admin role: As an Envoy administrator, you can grant any employee in the directory additional administrator permissions.

About assistants

Available on Envoy Premium & Enterprise Plans

If members of your executive team would prefer that their assistants manage visitors and invites, you can assign assistants within the Envoy directory.

Assistants can either receive host notifications either on behalf of or in addition to their executive. They’ll also have access to manage and edit their executive’s visitors and invites. Learn more about assistant notifications.

Directory setup and maintenance

Depending on your Envoy plan, there are multiple ways to add employee records into your directory.

Option 1: Directory integrations

Available on Envoy Premium & Enterprise Plans

Directory integrations sync employees into the Envoy directory. This is an easy and flexible option to automatically maintain your directory.

Important notes about directory sync:

  • Envoy currently supports Active Directory, Okta, Centrify, G Suite, and OneLogin sync.
  • You can sync all employees to all locations, specified employees employees to all locations or specified employees to specified locations.
  • You can manually create new employees or add employees from other locations while maintaining your directory sync. This feature is helpful for contractors, temps or other people who may host visitors/receive deliveries but are not core team members. Learn more about manually adding employees.
  • Directory integrations automatically sync once per day, but you can also sync on command if you need an instant update.

Option 2: CSV upload

You can also manage your directory by uploading a CSV of employee records. A CSV is a type of file. It stands for “comma-separated values.” CSV files store data in plain text, and can be created and edited either in spreadsheet software (like Google Sheets or Excel) or a text editor (like Sublime Text).

In a CSV, each record consists fields separated by commas. If you open a CSV in a spreadsheet software, fields are separated into columns instead of separated by commas. For the purposes of managing your Envoy directory, most administrators find it easier to edit a CSV in spreadsheet software.

Important notes about CSV management

  • Anytime you upload a new CSV file, it will overwrite the whole existing directory. As such, it’s best practice to keep a “master” CSV file updated, and re-upload that file to your directory anytime you need to make a change.
  • Each location’s directory is separate, so you’ll need to maintain each location’s directory. You can either have one CSV of all employees at all locations and upload it to each directory, or you can maintain separate CSV files for each location.

Option 3: Manual management

Envoy also provides the option to manually create and edit employee records.

Important notes about manual management

  • You’ll type employee information into the appropriate fields, making this method easy but time-consuming. As such, this method is not recommended unless you have a very small team with little turnover.
  • Any manually added employee will be overwritten if you choose to upload a CSV or use a directory sync at a later date.
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