Add employees to the Address Book

You can add an employee to the Address Book so that they can be selected as a host during sign-in.

Add an employee

1. From the left sidebar in FacilityOS or VisitorOS, click Manage, then select Address Book.
   
2. Click New Contact.
3. In Name, enter the employee's first and last name.
4. In Email, enter the employee's email address.
5. If your site uses SMS notifications, in Mobile Number, select the correct region, then enter the employee's mobile number.
6. (Optional) Fill in any of the following information:
   • Division: Enter the name of the employee's team.
   • Job Title: Enter the employee's job title.

7. Under Visitor Sign-in Notification Methods or Notification Methods, select one or more notification methods:

   • To send notifications by email, select Email.
   • To send notifications by text message, select SMS.
   • To send notifications by voice message, select Voice.

   Important:

   For sign-in notifications to work, ensure the following:

   • For SMS and voice notifications, the employee must have a valid phone number entered in Mobile Number.

   • Your site has sign-in notifications turned on. To learn how, see Set up sign-in notifications.

8. From the Sites drop-down menu, select the sites where the employee works.
9. If you accessed the Address Book in VisitorOS, and you want to email the employee to let them know they have been added as a host, select Send Welcome Email.
   
10. (Optional) In the Details tab, configure any of the following settings:
    • Pin to 'Host selection' screen: Turn this option on to show the employee as a suggested host for visitors to select during sign-in.
    • Manager: Select the employee's manager. The manager must already be in the Address Book.
    • Personal Assistant(s): Select the employee's personal assistant. The personal assistant must already be in the Address Book.
    • Tags: Enter keywords to help filter and find employees in the Address Book.
    • Notes (Internal): Enter additional information that can only be viewed by other users who have access to the Address Book.
11. (Optional) To send notifications to additional email addresses or phone numbers, click Additional Contacts, then enter a Secondary Email, Additional Mobile Numbers, or a Primary Office Phone Number.
12. Click Save to add the employee to the Address Book.

Add multiple employees

To add multiple employees to the Address Book, prepare a CSV, TXT, or XLSX file that contains their information. To learn how, see Prepare a CSV file to add employees to the Address Book.

1. From the left sidebar in FacilityOS or VisitorOS, click Manage, then select Address Book.
   
2. In the upper-right corner, click the Import   icon.
3. In File Upload, drag and drop your file into the upload area, then click Next.
4. If the first row of your file contains column names, select Column Names In The First Data Row.
5. If you are uploading a TXT file, select the correct Column delimiter. For other file types, keep the default setting.
6. Review the column mapping and confirm each field maps to the correct column in your file, then click Next. For example, if your file has a column named "Email", map it to "Email Address".
   
7. If you want to keep only employees from your file in the Address Book and remove all others, select Remove Contacts That Are Not In This File.
8. Click Import.
9. Review the completed import, then click Done.

Troubleshoot an employee not appearing as a host

If an employee is not appearing as a host during sign-in, use the troubleshooting options below to resolve the issue.

• Confirm that the employee is in the Address Book by searching for their name. If the employee does not appear, add the employee to the Address Book.
• Check that the employee is active. For more information, see Deactivate or activate an employee.
• Power off the iPad, then turn it on. For more information, see Turn iPad on or off.
• Reset the iPad's network settings. For more information, see Troubleshoot internet connection issues on your iPad.