Setting up the directory

In this article

Learn more about the different ways to set up and maintain your directory.

Directory setup option: Directory sync

Available on Envoy Premium & Enterprise Plans

These integrations allow you to automatically sync employee records from your directory service into your Envoy directory.

G Suite

Envoy supports syncing employee records directly from G Suite.

Okta

Envoy supports syncing employee records directly from Okta Universal Directory or Okta Lifecycle Management (SCIM provisioning).

OneLogin

Envoy supports syncing employee records directly from OneLogin Unified Directory or OneLogin User Provisioning (SCIM).

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.

Directory setup option: CSV upload

Envoy also supports CSV upload. For this option, it’s important to note two key things:

  • The CVS file must be formatted properly.
  • 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: employee’s name comes first, then email address, then cell phone number (optional), then their assistant’s email address (optional).

In a text editor (like Sublime text), each detail must be separated by a comma. An employee record should look like this:

In spreadsheet software (like Google Sheets or Excel), each detail should be in a different column. An employee record should look like this:

If you’re using Excel, you may experience issues with international characters. We recommend using Google Sheets if possible. If not, please check out this helpful resource about encoding Excel files.

CSV upload

  1. Create all employee records using the formatting above.
  2. Export the file as a CSV.
  3. Go to Employee directory > All employees.
  4. Click on “Import employees.”
  5. Once on the import page, click “Select CSV file” and choose your file.
  6. Review your employee list in preview.
  7. Click the “Import employees” button.

Directory setup option: 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

  1. Go to Employee directory > All employees.
  2. Click “Add employee manually.”
  3. Fill in the name, email, cell phone number (optional) and assign an assistant (optional).
  4. Click “Save.”

Deleting employees manually

  1. Go to Employee directory > All employees.
  2. Locate the employee you’d like to delete, and click on their name.
  3. Click “Delete.”

Envoy does not currently have a feature to delete all employee. If you need help clearing your directory, please contact us.

Assigning assistants

Assistants can either receive host notifications either on behalf of or in addition to their executive. Learn more about assistant notifications.

  1. Go to Employee directory > All employees.
  2. Search for and select the employee to whom you’d like to assign assistants.
  3. Click on “No assistant.”
  4. Start typing the assistant’s name, and select it when it appears.

Any employee can have multiple assistants. After you’ve assigned the first, start typing another name to 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.

  • Each record will show their name, email address, phone number, and assistants (if applicable).
  • For deleted employee records, it also shows the “deleted at” time and date.
  1. Go to Employee directory > All employees.
  2. Click on “Export.”