How does this integration work?

G Suite is a set of intelligent apps including Gmail, Docs, Drive and Calendar to connect the people in your company, no matter where in the world they are.

If your team uses G Suite, you can use this integration to automatically keep your Envoy employee directory up to date. With the Envoy + Google Apps integration, your G Suite directory will sync to Envoy every 24 hours. You can also choose to manually sync at any time if you need an immediate update.

Note: 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.

Enabling the Envoy + G Suite integration

Note: You’ll need to have Google admin privileges to complete this integration (see below). Either become an admin or ask your admin for help before completing these steps:

  1. Go to Integrations > All integrations.
  2. Under employee directory, find the Google logo and click “Install.”
  3. Choose the Google account with the appropriate admin permissions.
  4. When prompted to provide offline access, click “Allow.”

Choose an employee sync filter

When you connect a Google Apps account, you have three options on how to sync employees to your directory. Choose the one that’s right for you:

  • Sync all employees: This is good for companies with one location, or if you prefer to have the same master Envoy employee directory at all locations within your company.
  • Sync specific employees company-wide: Choose this option if you’d like to exclude certain Google users from your Envoy directory (such as team accounts, bot accounts, etc).
  • Sync specific employees per location: Choose this option if you’d like to sync certain Google users to certain locations (i.e., creating different Envoy employee directories per location). Additionally with this option, you can exclude certain users (such as team accounts, bot accounts, etc). from any Envoy directory.

How to sync all employees

  1. Click on sync all employees to select this option.
  2. Click “Test filter,” and you’ll see your full list of all Google users appear.
  3. Review your list. If everything looks correct, click “Save filter and sync.”
  4. Go to Employees > Directory to view your newly populated employee directory.

How to sync employees company-wide

Note: this option requires you to configure your filters within your Google directory using the Google Directory API.

  1. Click on sync specific employees company-wide to select this option.
  2. Type your field and description in the company-wide search string field to set the filter. In this example, we’re using a custom orgUnitPath field to filter out team and bot accounts. 
  1. Note that you can add different fields to create a more complex filtering system. When filtering based on two parameters, just put a space in between to create one long string.
  • Note: Envoy looks for users that match both parameters, not one or the other. So this example will return users that are both in employees orgUnit and are not suspended.
  1. Review your list. If everything looks correct, click “Save filter and sync.”
  2. Go to Employees > Directory to view your newly populated employee directory.

How to sync employees per-location

Note: this option requires you to configure your filters within your Google directory using the Google Directory API.

  1. Click on sync specific employees per-location to select this option.
  2. Type your field and description in the each location’s search string field to set the filter. In this example, we’re using a custom orgUnitPath field to filter out team and bot accounts and using the addressLocality field to filter by location.
  • When filtering based on two parameters, just put a space in between to create one long string. 
  1. Review your list. If everything looks correct, click “Save filter and sync.”
  2. Go to Employees > Directory to view your newly populated employee directory.

Important notes

Regarding phone numbers

If you have employee cell phone numbers listed in Google, they will sync to your Envoy employee directory automatically. If you do not have employee cell phone numbers listed in Google, you may want to consider adding them to Google now. To do so, follow the steps below.

  1. Log in to your Google Admin portal, and click on Users. 

2. Find the user you’d like to assign a phone number, and click on their entry. 

3. Within the user entry, click on “Account.” 

4. Locate “Basic information,” and click “Edit.” 

5. When prompted by the popup, click “Additional Info.” 

  1. You’ll be prompted by a popup.
  2. Click on the “Phone” field, and type their mobile phone number.Select “Mobile” from the dropdown.
  3. Click “Update User.”

Regarding custom sync settings per employee

Once your directory has synced with Envoy, you can decide if you’d like to keep syncing enabled or disable syncing for each employee.

Regarding G Suite Admin privileges

To enable the Envoy + Google Apps integration, you’ll need to connect with the Super Admin on your Google Apps account. This person will have access to the Google admin console. Please share this guide with them to ensure they correct permissions are granted.

Guide for the Google admin:

  1. Enable API Access.Depending on other apps and tools you use at your location, this may already be enabled. If you need help, view this step by step guide from Google.
  2. The employee who will log into Envoy to complete the sync needs user read privileges. You can either provide these privileges to the office manager/receptionist, or just assist them by syncing all employees using your account.
  • To check if an employee has user read privileges. Go to their account (Users > “User Name”), and click “View Privileges.” Scroll down to Users and ensure that “Read” is checked.
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