Introduction
The Address Book is where employee profiles are hosted. Employees must be listed in the address book in order to gain access to the VisitorOS Portal, and to be visible as a host for visitors.
This article will explain how to set up the address book using the new VisitorOS Portal.
Accessing the Address Book
To access the Address Book, login to VisitorOS, then select Manage > Address book, as shown below. You can also navigate directly to https://visitoros.goilobby.com/manage/addressbook.
Viewing and Configuring the Address Book
The Address Book contains a list of your employees and their basic contact info, such as their name, email address, phone number, and assigned sites.
Click into any profile to view the employee profile page. On this page, you can take the following actions:
Edit Contact Details - use this section to edit the employee's name, job title, email, and mobile number. This is also where can configure their notification methods (Email, Voice or SMS) that are received when a visitor signs-in and indicates them as their host. You can also manage the employee's site assignment here.
If you make any changes to contact details, be sure to hit once complete.
Details Tab - This is where you can select a manager or personal assistant for an employee, apply tags, or add internal notes. You can also pin the employee to the host selection screen to make them one of the first choices that a visitor sees upon signing in.
Additional Contacts Tab - This is where you can add additional email addresses or phone numbers for an employee.
Credentials Tab - This is where you can configure employee passes for an employee, as long as this add-on feature is enabled for your account. You can configure a start date and end date for employee passes, as well as email the pass to an employee or export it to a PDF file.
Recent Visitors Tab - This is where you can inspect a list of the most recent visitors attended to by a specific employee acting as host.
Sign-Ins Tab - This is where you can inspect a list of sign-ins that the employee has made themselves.
Adding New Hosts to the Address Book
The Address Book can be populated in any of the following ways:
- manually (most suited for implementations with relatively few hosts)
- by creating and importing a file containing host information
- by synchronization with your Active Directory
To Add a Contact Manually:
- click
in the top-right corner
- fill out the contact's details (name, email address, division/job title, etc.) and site.
- Click
to send an automatic email with instructions on how to activate their account.
To Add a Contact via CSV File Upload
To save time, you can create a comma-separated values (CSV) file listing host information and import it to the Address Book.
- From the Address Book menu on the top-right, click Import
.
- File Upload - Find your .csv file on your local device, and drop it into the window that appears.
- File Properties - Select whether your file has the names of each column in the first row, or whether the columns have no names.
- Map Columns - Map the columns of your file to the relevant data fields.
- Delete Records - Toggle on 'Remove Contacts That Are Not In This File' to delete the records of any hosts that are not included in the CSV file, with the exception of any hosts that have been manually added.
To Add a Contact via Active Directory
This option allows you to sync your Active Directory with the iLobby Address Book. Refer to the Address Book Integration guide to find out more.
Deleting Hosts from the Address Book
To delete any user from the address book, click the icon, then click to Yes on the confirmation pop-up.
Deleted contacts will no longer be visible on the host selection options, but their visitor records will still be retained.