Use this to add one employee to a location in the portal. To add many at once, see Import employees from a CSV file.

Before you start

• Your role must allow creating employees. If you do not see Add, ask an administrator to check your role.
• Select a location first. Company View does not show Add.
• Availability: if this option is greyed out or missing, contact your Vizmo account manager. If Add is greyed out and its tooltip says “Employee limit reached”, the location has no room for more employees.

Add the employee

1. Sign in to the Vizmo portal and select the location.
2. Open Directory > Employees.
3. Click Add. The Add Employee panel opens.
4. Enter First Name, Last Name and Email. These are required.
5. Optionally enter Phone, choose a Department and Designation, and enter an Employee ID.
6. If your company uses tenants, a Tenant field is also shown. Choose the employee’s tenant if it applies.
7. Decide on Enable Employee Account. Its caption reads “If enabled, the employee will be able to use Vizmo Pass and Employee Dashboard.” It is off by default.
8. Click Save.

What you should see

“The employee has been added successfully.” appears, the panel closes and the employee is listed in the table.

• Enable Employee Account on. The status becomes Invited and the employee receives an invitation email. If they do not receive it, click the Resend icon on their row, or tick them and click Resend Invite.
• Enable Employee Account off. The status is Inactive. You can enable the account later. See Enable or disable an employee account.

Things to know

• If the email address already belongs to an account at another location of your company, that account is reused and keeps its current status, except that a Disabled account becomes Active when you turn the account on. Refresh the Employees list to check the saved status.

Troubleshooting

• There is no Add button. You are in Company View, or your role cannot create employees.
• “Please enter the required details”. First Name, Last Name or Email is empty or invalid.
• “Employee is already added to this location”. An employee with that email address already exists at this location.
• “Email has been used by another user and part of different company”. That email address belongs to a user in another company. Use a different address.
• “Failed to add the employee.” The portal could not give a more specific reason. Check the details and try again.
• “Employee has been added but could not enable the account.” The employee was saved but the account was not enabled, and the panel stays open. To fix it:
  1. Close the panel without clicking Save again, which would report a duplicate.
  2. Refresh the Employees list and check the employee’s status.
  3. If it shows Inactive or Disabled, tick the employee and click Enable Account.

FAQ

Do I need to add employees by hand if I use a directory integration?
Not necessarily. Employees can also arrive through SCIM, Google Workspace Directory or Workline, which add and update employees from your directory.

Is a phone number required?
No. Phone is optional, but add one if the employee should receive SMS or WhatsApp notifications about visitors.

Where can people choose the employee as a host?
Employees in the directory can be chosen as a host when you send an invite and on the kiosk and touchless check-in host list. To keep someone off that host list, open their details and turn on Hide This Employee From The Host List.