View and manage employee details in Directory

View and manage employee details in Directory

Use the Employees list in the Vizmo portal to find employees, check their account status and open their details. What you can do depends on your role.

Before you start

  • Sign in to the Vizmo portal as an admin and select your location.
  • Buttons such as Add, Import and Export appear only if your role allows them.

Open the list

  1. Open Directory > Employees.
  2. Use the search box and the column filters to narrow the list. For example, filter Account Status by Active, Inactive, Invited or Disabled.

Directory Employees table with the two Account Status icons

The table shows photo, name, email, phone, department, designation and Account Status. If your company uses tenants, it also shows the tenant.

Understand Account Status

The Account Status column shows two icons. Hover over an icon to see its meaning.

  • The first icon is the login account: Active, Inactive, Invited or Disabled.
  • The second icon shows whether the employee is currently In Office or Out of Office.

The login account statuses mean:

  • Invited: the account is enabled, but the employee has not finished activating it.
  • Active: the employee has activated the account and it is enabled.
  • Inactive: the account has not been activated and is not enabled.
  • Disabled: the employee had activated the account, and it is now turned off.

Open an employee

  1. Select the employee's row, or its Edit icon. The details panel opens with the employee's name as its title.
  2. Use the tabs: Profile (details, Employee Account, Personal Assistant, Hide This Employee From The Host List and notification channels), Check-ins, Visitors, Desk Bookings and Room Bookings.
  3. If you change anything on Profile, select Save. Save appears only if your role allows you to update employees.

Employee details panel with Profile, Check-ins, Visitors, Desk Bookings and Room Bookings tabs

Employees you add here can be chosen as hosts when you create an invite or add a visitor. To give an employee admin or other access, use Directory > Roles.

Row and bulk actions

  • Row icons: Resend (send the invitation again), Edit and Delete.
  • Select several employees to use Enable Account, Disable Account, Resend Invite, Delete, Add Department, Add Designation or Add Tenant.
  • Buttons above the table: Add, Import and Export. Add and Import are greyed out with the message Employee limit reached when the employee limit has been reached. Contact your Vizmo account manager.

Employees table with several rows selected and the bulk-action buttons

Export the directory

  1. Open Directory > Employees. To export only some people, search or filter by tenant first. The export uses your current search and tenant filter.
  2. Select Export. The Export Employee Directory panel opens.
  3. Under Select Fields, choose the details you want in the file.
  4. Under Select Recipient(s), add anyone else who should receive the file. You receive it too.
  5. Under Select Export File Format, choose CSV or Excel.
  6. Select Export. The portal shows "Employee directory export created successfully. You will receive an email when it is ready."

You can also follow the export on the Import/Export page. Export appears only if your role allows exports. To add many employees at once, see Import employees from a CSV file.

Keep the directory in sync

Instead of adding people by hand, you can sync employees from your company directory. Open Integrations in the portal to see which integrations are available to you:

Who sees what

  • Employees who sign in to their own portal can open only their own Check-ins, Visitors, Desk Bookings and Room Bookings tabs.
  • When you view all locations at once (Company View), Directory shows company users instead of one location's employees, and Add and Import are not shown.

Troubleshooting

  • I cannot see Directory. Your role needs permission to view employees. Ask an administrator to check your permissions.
  • I cannot see Add, Import or Export. Your role does not allow it, or you are in Company View, which shows no Add or Import buttons. Select a location, or ask an administrator to check your permissions.
  • Save is missing in the details panel. Your role can view employees but not update them.

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