An employee profile holds a person's name, role and contact details, and how they want to be notified. Admins fill it in when they add the employee. The employee then finishes setting up their account from an email invitation and can update some details themselves.

Who can see and change a profile

Employees at the location can see a profile's details: name, designation, department, email and phone. Only Company admins, Location admins and the employee themselves (for their own profile) can change it.

Before you start

• Admins: sign in to the Vizmo portal as a Company admin or Location admin, and select the location where the employee works.
• If Add is greyed out and shows "Employee limit reached" when you point at it, your location has reached its employee limit. Contact your Vizmo account manager.

For admins: fill in a profile

1. Open Directory > Employees.
2. Select Add to add a new employee, or select an existing employee to open their details.
3. Fill in First Name, Last Name, Email, Phone, Department, Designation and Employee ID. If your company uses tenants, also choose a Tenant. You can enter the email only when you add the employee. It cannot be changed later.
4. Under the notification switches, choose how Vizmo can contact the employee: SMS Channel (used only if the employee has a phone number), Email Channel and Push Notifications Channel.
5. Turn on Hide This Employee From The Host List if visitors should not be able to choose this person as their host on the kiosk or touchless check-in.
6. Turn on Enable Employee Account when adding (it is called Employee Account in the details panel), then select Save.

Personal Assistant lets another employee receive this person's notifications and manage their visitors. Availability: if this option is greyed out or missing, contact your Vizmo account manager.

What happens when you turn on the employee account depends on its status, which you see next to the switch:

• Inactive: Vizmo sends the employee an invitation email and the status changes to Invited.
• Disabled: the account is switched back on and the status changes to Active. The employee signs in with their existing password.

To switch an account off again, turn off Employee Account and save.

For employees: finish setting up your account

1. Open the email with the subject Invitation to Create Vizmo Account and select the link. The link works for 24 hours.
2. On the page that asks you to set a password, enter a password under New Password and enter it again under Confirm. Use at least 8 characters, with at least one lowercase letter, one uppercase letter and one number.
3. Select Set Password. Vizmo takes you to the sign-in page. Sign in with your email address and your new password.

Your status in the Employees list changes to Active once you have set your password. If you forget your password later, see Reset your Vizmo portal password.

For employees: update your own profile

In the Vizmo portal

1. Open the Hello menu in the top bar and select Profile.
2. Change your photo with Upload Photo or Capture Photo. The photo must be a JPEG or PNG file under 1 MB.
3. Edit First Name, Last Name or Phone. Your email address cannot be changed here.
4. Under Notification Channels, turn SMS Channel, Email Channel and Push Notifications Channel on or off.
5. Select Save.

In Vizmo Pass

1. On Home, tap your profile picture at the top right, then tap Edit Profile.
2. Tap the camera icon to change your photo, then choose Take Picture or Pick from gallery.
3. Edit your first name, last name or phone number and tap Update.
4. To change how you are notified, open More > Notification Settings. Turn Push Notifications, Email Notifications and SMS Notifications on or off, then tap Update.

   

If the last tab in your bottom bar reads Pass instead of More, change your notification channels in the Vizmo portal instead, as described above.

Troubleshooting

• "Invalid invitation link or link has expired": the link is older than 24 hours or you have already used it. If you have not set a password yet, ask your admin to resend the invitation. If you have, sign in as usual.
• The employee did not receive the invitation: ask them to check their spam folder. Then, in Directory > Employees, select the Resend icon on their row. Alternatively, tick the checkbox beside the employee and select Resend Invite at the top of the table. Vizmo shows "The invitation has been resent successfully". The icon appears only while the status is Invited. For more detail, see Activate an employee account.
• The password is rejected: Vizmo shows "Please use a password with a minimum of 8 characters, including at least 1 lowercase letter, 1 uppercase letter, and 1 digit", or "Passwords do not match" if the two entries differ. Correct them and select Set Password again.
• Visitors cannot choose this employee as a host: check whether Hide This Employee From The Host List is on. See Hide an employee from the host list.