Directory Set up Methods
There are 3 different ways to set up your employee directory:
Directory Sync (Premium & Enterprise Plans only)
CSV Upload (All plans)
Manual Management (All Plans)
Directory set up option 1: Directory sync
Available on Premium & Enterprise Plans
These integrations allow you to automatically sync employee records from your directory service into your Envoy directory.
Active Directory - Envoy can automatically import employee records from Active Directory (AD). Your IT team will need to install a cron script on your server.
Microsoft Entra - Envoy allows employee provisioning (SCIM) and Single Sign On by utilizing the Envoy Enterprise app within Entra’s Active Directory portal.
Centrify - Envoy supports syncing employee records directly from Centrify (SCIM).
Google Suite - Envoy supports syncing employee records directly from G Suite.
Okta - Envoy supports syncing employee records directly from Okta (SCIM).
OneLogin - Envoy supports syncing employee records directly from OneLogin (SCIM).
Rippling - Envoy can automatically import employee records from Rippling.
Directory set up option 2: CSV upload
Envoy also supports CSV upload. For this option, it’s important to note a few key things:
The CSV file must be formatted properly. Primarily, the file requires column headers to be uploaded successfully.
Email addresses must be unique in that they are only attributed to one employee. If there is more than one employee attributed to the same email, the CSV upload will be successful but will skip any duplicates, leaving people out of the directory.
Every CSV upload overwrites your current directory. Because of this, it’s best practice to create and maintain a master CSV, edit it, and re-upload it every time you need to add or remove an employee record.
CSV formatting
You can use a text editor or spreadsheet software to create the CSV. Either way, the employee details must be listed in the proper order:
name | phone_number | assistant_emails | department | title | primary_location | onsite_remote | manager_email |
Each detail should be in a different column in spreadsheet software like Google Sheets, Microsoft Excel, or Numbers. An employee record should look like this:
In a text editor (like Sublime text), each detail must be separated by a comma. An employee record should look like this:
Important notes:
Name, Email, Phone (optional), Assistant (optional), and Department (optional), title (optional), Primary location (optional), Onsite/remote (optional), and Manager (optional) all must be in separate columns and be listed as column headers at the top of the file.
Phone numbers should include the country code for that number (e.g. +1 for US numbers). Note in order to use our emergency notifications feature the phone number field must be added to your employees' profiles.
We recommend using Google Sheets if possible. If not, please check out this helpful resource about encoding Excel files.
If you're using Microsoft Excel, you may experience issues with international characters.
CSV Upload
Create all employee records using the formatting above.
Navigate to Employee directory > All employees.
Click on Import employees.
Once on the import page, click Select CSV file and choose your file.
Review your employee list in preview.
Click the Import employees button.
You can view all of the uploaded information on an employee’s profile in the directory:
Important Notes:
You can easily tell if the CSV file is formatted properly by looking at the columns before you click Import employees. If the file is not properly formatted the corresponding field for each section will not be listed in the correct spot.
Assistants are only available on Premium or Enterprise plans and must also be listed as an employee in the directory in order to be properly added.
Directory set up option 3: Manual management
This method is easy but time-consuming. It’s not recommended unless you have very few employees and little turnover.
Adding employees manually
Click Add employee > Create new.
Fill in Name and Email, then add optional employee details like Phone number, Title, Department, Manager, Assistant(s), In person/Remote, and any other locations you want to add the employee to.
Click Save.
Editing Employee Details
To maintain updated contact info, modify employee details like their mobile number.
Navigate to Employee directory > All employees.
Search for the employee you want to update and click on their name.
Select the Edit option on the top right-hand side. This will make the text fields editable for you to make your update.
Note phone numbers should include the country code for that number (e.g. +1 for US numbers).
Make any changes.
Click Save.
Deleting employees manually
Locate the employee you’d like to delete, and click on their name to open their employee details.
Click Delete, located at the bottom of the employee profile. You might need to scroll down in order to see the button.
Tip: Envoy does not currently have a feature to delete all employees. If you need help clearing your directory please, contact us.
Assigning assistants
Available on Premium & Enterprise plans
Assistants can receive host notifications on behalf of or in addition to their executive. Learn more about assistant notifications. Assistants are also able to create workplace reservations if enabled. These can be assigned via SCIM and CSV, as well as manually, as detailed below.
Search for and select the employee to whom you’d like to assign assistants.
Click on Edit, then click into the Assistant(s) field.
Start typing the assistant’s name and select it when it appears.
Tip: Any employee can have multiple assistants. After you assign the first, start typing another name and assign an additional assistant.
Exporting employee records
Employee records export as a CSV file. This file will contain every record that has ever been in your location’s directory.
Click on Export.
Each record will show their name, email address, phone number, assistants (if applicable), department, manager, title, In person/remote, and primary location.
For deleted employee records, it will also show the time and date of deletion.