Assistants user group: enabling the creation of visits on behalf of other users
Default users generally are only able to create visits for themselves, and on the other hand, Assistants would have this possibility. This is defined in the User Rights.
Concretely, when creating a visit, a default user will see his name grayed out, and this field cannot be modified:
An Assistant (and any other group of users who has this right), will have this possibility:
☝ Important notes about multiple users managing visits
A visit can only have a single host.
You can add other users to the system for sending Check-in, check-out and check-out reminders by clicking on "Customize" below the Host field, regardless of the user group you belong to:
You can manage notification recipients according to the scenario: check in, check out and check out reminder:
As you can see, Janet is automatically set as a recipient for all 3 cases. Edward, as her Personal Assistant, is also automatically set as a recipient for the check in and check out reminder, but has deactivated the check out notification.
Let's now see what Personal Assistants correspond to and how they are set up.
Personal Assistant: receive the same notifications as another user
Defining a user in the "My Personal Assistant" field ensures this user will receive notifications for your visits. This ensures that the Personal Assistant can pick up the visitor if the host currently is in a meeting, for example.
So set another user as your Personal Assistant or to define yourself as the Personal Assistant, go to your Profile by clicking on your name on the top right corner of the page, and select Manage Profile.
Start typing the name of another user in the system, select their name in the drop-down and Save Changes.
Now, when a visitor is created for host Janet, both herself (as host) and Edward (as his Personal Assistant) will be notified.
💡 Additional tips about the above features
- Being an "Assistant to" does not require belonging to the "Assistant" user group. The feature can be used by all users of the system regardless of the user group they belong to.
- Calendar integrations set the invitation sender as Host. Whether you are using the generic calendar integration or the Outlook add-in to create visits, bare in mind that the sender of the invitation will be defined as the host for the visit. The visit can be edited from the dashboard after the meeting request is sent, but the invitation will show the sender as a host for the meeting.
- One user can have only one Personal Assistant, and one user can be the Personal Assistant to multiple users.
- Pairing yourself to another user will be directly reflected in both profiles, only one of the 2 users needs to define this in their own profile
- See how you can set up the notifications related to visits at the account level and for users individually.