Assign a personal assistant to an employee

Assign a personal assistant to an employee

A personal assistant can manage an employee's visitors and receive visitor-arrival messages on the employee's behalf. Use this when, for example, a receptionist or executive assistant should handle a colleague's visitors.

Before you start

  • Availability: if this option is greyed out or missing, contact your Vizmo account manager.
  • Your role must allow you to update employees.
  • The assistant must already be an employee at the same location in Directory. If your account uses tenants, the assistant must be in the same tenant.
  • The assistant's account must not be inactive or disabled. If it is, Vizmo ignores the assistant and notifies the employee as normal.

Assign the assistant

  1. Sign in to the Vizmo portal, select the location and go to Directory > Employees.
  2. Click the employee who needs an assistant.
  3. On the Profile tab, find Personal Assistant and choose the assistant. An employee can't be their own assistant.

    Employee details, Profile tab, with the Personal Assistant selector and Save

  4. Click Save.

Result: the employee's profile shows the assistant you chose.

Who gets visitor-arrival messages

When a visitor arrives for the employee:

  • Email: both the employee and the assistant receive it.
  • SMS, WhatsApp and Slack: the assistant receives it instead of the employee.
  • Vizmo Pass notifications: these still go to the employee.

The assistant's own notification settings decide which of these channels reach them, and your location and visitor-type notification settings still apply. See Manage an employee's notification settings. Approval notifications have their own recipient rules.

You can also watch a short video walkthrough.

Things to know

  • If you move an employee to a different tenant, their personal assistant is cleared. Choose an assistant from the new tenant and save again.
  • If the person you want is not in the list, add them first. See Add an employee to the Directory.

Troubleshooting

  • The Personal Assistant field can't be edited. The feature may not be available for your account, or your role can't update employees.
  • I can't find the person I want. They may not be in Directory at this location yet, may be in a different tenant, or may be the same employee.
  • The assistant doesn't receive any messages. Check their account status in Directory > Employees, and check their notification settings.