How manually adding employees works
Directory integrations allow you to sync employee records from a directory management platform (Active Directory, G Suite, Okta, OneLogin, etc.) into your Envoy directory automatically. But if you employ contractors or temps, or if you often have employees moving from one location to another, you may need more flexibility.
This feature works in two ways. First, it lets you create new employees from outside your organization. Then, it makes it easy to add existing employees to any location in your company.
Benefits of manually adding employees
More flexibility to customize any locationâs directory.
Ability to add employees to the Envoy directory without adding to your directory management platform.
Allows you to grant administrator privileges to people who are not in your directory management platform. This can be especially helpful for security contractors who need access to visitor logs or the security dashboard.
Ways to manually add employees
There are two ways to manually add employees:
Create a new employee lets you add someone whoâs not in your directory management platform to your Envoy directory.
Example: A company is syncing their G Suite directory to Envoy. They hire a temporary employee at their HQ location. The administrator can manually add the new temp to their HQ locationâs directory.
Add from another location lets you add any existing employee to any other location(s).
Example 1: The temp from the example above will now be working at two different locations. The Envoy administrator at the second location can choose âAdd from another locationâ to easily add the temp to their locationâs directory, too.
Example 2: A full-time employee from out of town is coming to the HQ office. Since they are synced to their home locationâs directory, the HQ administrator can choose âAdd from another locationâ and temporarily add the synced employee to the HQ directory. When the traveling employee returns to their home office, the HQ administrator can remove them from the HQ directory.
How to manually add employees to synced directory
Creating a new employee
Click âAdd employeeâ.
Choose "Create new" from the dropdown.
Type in the new employees email and name. Itâs optional to include their cell phone number and/or assistant.
If youâd like to hide them from the Visitors or Deliveries kiosks for any reason, you have the option to use the toggle here.
Employees with the toggle in the âonâ position will appear.
Employees with the toggle in the âoffâ position will not appear.
Click âSave.â
The new employee will appear in your directory with the blue Manually added tag.
Note: You can also filter your employees by manually added or synced.
Adding an employee from another location
Click âAdd employee".
Choose "Add from another location" from the dropdown.Â
In the Name field, type to search the employee's name.
Select their name.
If youâd like to hide them from the Visitors or Deliveries kiosks for any reason, you have the option to use the toggle here.
Employees with the toggle in the âonâ position will be able to be selected as a host on the Visitor kiosk.
Employees with the toggle in the âoffâ position will not be able to be selected as a host on the Visitor kiosk.
Click âSaveâ.
The new employee will appear in your directory with the blue Manually added tag.
Deleting manually added employees
Note: Deleting manually added employees can affect other locationâs directories.
If a manually added employee is in multiple locationâs directories, clicking âDeleteâ on their employee record will delete the employee from all locations. As a best practice, we recommend managing their locations using the steps below.
Managing locations for manually added employees
Every employee record has an Employeeâs locations section. This easy reference list shows all of the directories the employee is in. You can also use this section to add or remove an employee from multiple locations at once.
Go to a manually added employeeâs record.
Locate the Employeeâs locations section, and view the list of locations theyâre associated with.
If you need to add or remove this employee from a certain locationâs directories, you can edit the list. To do so, click âEdit.âÂ
Click the check box beside the location's name. Select as many locations as desired, then click âRemove from locations".
Click âRemoveâ when prompted.
To add this employee to other locations
Click Edit on the Employee's locations.
Click âAdd a locationâ.
Choose the desired location name from the dropdown.
Continue until all desired locations are added.Â
Click "Done".