Creating visits into Proxyclick directly from your calendar is easy and a great time-saver. This article covers all you need to know about this feature:
- How to create a visit in Proxyclick
- What IT needs to do (answer: nothing!)
- How Proxyclick handles specific situations (incomplete data, multiple recipients, multiple locations …)
How to create visits in Proxyclick directly from your calendar
In order to create visits directly from your calendar into Proxyclick here are the necessary steps:
- In your calendar (Outlook, Google calendar, Apple calendar …), create a new appointment. In addition to your visitor’s email address, just add “email@example.com”
- Send your meeting request
Done! When we receive the invitation, we’ll create the visit in your home location at the right date/time and with you as host.
What does IT need to do to have this working?
Nothing! There is no integration to perform. Just add firstname.lastname@example.org in a meeting request and you’ll see the visitor appearing in the dashboard.
How does Proxyclick (re)construct the visitor’s name?
The name appearing in Proxyclick dashboard is based on the contact you entered in the meeting request.
So if you use a contact from your address book, it’s quite easy: Proxyclick will use the first name and last name as defined in the contact
However, you could also just have entered an email address as the recipient. In that case, Proxyclick will derive the visitor name and the company name from the email address using the following rules:
- The prefix of the email is used to construct the name of the visitor. If there is a “.” we use it to separate the first and last name. If there is no “.” the prefix is used in both the last and first name.
- The suffix of the email is capitalized and normalized (extension removed) and serves as the company name. Example: @superrito.com will lead to company name = Superrito. Note: this will also transform generic suffixes such as gmail.com or hotmail.com as company name = Gmail or Hotmail.
The following tables illustrate these principles:
Please note reception can always edit the name in the dashboard prior to arrival (if needed).
How does Proxyclick handle multiple recipients?
In case you put more than 1 recipient in your appointment, it will create a group of visitors in Proxyclick. The subject of the meeting will serve as the group’s name.
In case you put colleagues as recipients, they will not be created as visitors.
As an illustration of the 2 points before, let’s imagine you insert 6 email addresses in your appointment: 3 external emails (visitors), 2 colleagues (emails in the colleagues tab in your Proxyclick account) and email@example.com. This will create a group of 3 visitors (Proxyclick will understand your 2 colleagues are not external visitors)
What if I am linked to multiple locations?
In case you’re linked to different locations in Proxyclick (eg your company different offices) Proxyclick will create the visit in your home location. Your home location is the one you land in by default when you log in Proxyclick. You can change it in your personal profile if needed.
Does Proxyclick send an invitation email on top of the meeting request?
By default, it doesn’t. Visits created via the calendar integration do not trigger the Proxyclick invitation email. So visitors only receive one email.
However, if you need visitors to receive both emails (calendar invite and invitation email), all you need to do is to go in Settings > INTEGRATIONS > Calendar (button “Settings”) and enable the “Send the Proxyclick invitation email together with calendar invites” switch.
How can I filter out specific email addresses (e.g. meeting rooms)?
Some companies manage meeting rooms (or other resources) with email addresses. The meeting organizer will add the meeting room to the recipients and this will book the meeting room. However, as the meeting room address is not in Proxyclick’s colleagues list (it is not a person, it is a resource), a visitor will be created in Proxyclick (example: MeetingRoomPicasso@company.com).
Here is how to prevent this:
- Go in Settings > INTEGRATIONS > Calendar (button “Settings”)
- Add the email addresses to be filtered out under “Filter out specific email addresses”
Can I use another address than firstname.lastname@example.org (e.g. email@example.com)?
What if I create meeting requests on behalf of someone else in my Calendar?
In that case, the host in Proxyclick will be the host defined in the calendar (and not the person managing the calendar on behalf of the host).
Does Proxyclick support SPF and DKIM standards?
SPF stands for “Sender Policy Framework” and DKIM stands for “DomainKeys Identified Mail”. These two approaches can be put in place to ensure emails coming from your domain are authenticated for your company. This is useful to prevent “fake” employees using emails with your domain name create visits in Proxyclick through the calendar integration.
Concretely, if your IT team has put in place SPF and/or DKIM, Proxyclick will check the result of these methods and will only create a visit in Proxyclick if the sender has been authenticated.
The generic calendar integration requires an add on to your subscription. Please contact firstname.lastname@example.org if you have any additional questions.