ALICE Portal – Directories Tab

Directories Tab User Training Video

On the Directory tab, employees who appear on a Directory can be updated, upcoming visitor lists can be uploaded, and some ALICE Directory settings can be adjusted. Each ALICE Receptionist kiosk has its own Directory listing.

Each listing includes key configuration information about the Directory listing, as well as additional options for managing the ALICE Directory, including:

• Publish Toggle – When set to "OFF," all changes will be held and will not appear on the ALICE Directory. When set to "ON," all changes will be applied, typically within the next hour.
• Membership – Launches a pop-up window to select the Company, Departments, and Employee listings that will appear on the ALICE Directory.
• Import Guest – Allows a Portal User to import a list of upcoming visitors. More details are in the Uploading Upcoming Visitor List section.

Creating a New Directory

Each new ALICE Directory requires an ALICE Receptionist license key. An ALICE Support representative will create and register the Directory listing on the ALICE Portal.

If you cannot find the Directory listing, verify that you have selected the correct ALICE Portal settings. Refer to Selecting an ALICE Directory to Configure for more details. 

Editing an ALICE Directory’s Settings

Click the blue pencil icon in the last column of the row.

A pop-up window will appear where the listing's settings can be edited.

ARD (ALICE Directory Settings)

• Directory Name – The display name of the ALICE Directory that will appear for administrators and other ALICE Portal users.
• SIP Address Information – The communications extension and server details that the ALICE Directory utilizes to call individuals. This information requires both the SIP extension and the server to be formatted into an address as follows:
  • Format – sip:ExtensionNumber@SIP IP or URL
  • Example – sip:1@na.sip01.alicereceptionist.com
• TimeZone – Select the time zone in which the ALICE kiosk is located.
  • Use DLS (Day Light Savings) – Set this toggle to ON if the ALICE Kiosk is in an area that observes daylight savings.
• License Key – The unique key used for this ALICE Directory.
• Operator Mode – Enables or disables Operator Mode, automatically calling the Employee in the “Operator” field when motion is detected.
• Operator – The Employee who will automatically be contacted when motion is detected. This setting only applies when Operator Mode is enabled. The selected Employee must be a part of the Directory's Membership.
• Receptionist – The Employee who will be contacted when the Receptionist button is selected. The selected Employee must be a part of the Directory's Membership.
• Security – The Employee who will be contacted when the Security button is selected. The selected Employee must be a part of the Membership.
• ADA Button – Assign an Employee listing that will be called when the ADA button is selected.

AVM (Visitor Management) Settings

This section includes visitor check-in settings.

• AVM Keyboard Button Contact Text (1,2,3) – Contact buttons can be configured to appear during the check-in process when the user selects their host. The text in these fields will appear on the button.

• AVM Keyboard Contact Employee (1,2,3) – Contact buttons can be configured to appear during the check-in process when the user selects their host. The Employee in this field will be the one to receive the notification when a user selects one of these buttons. The button's label corresponds with the AVM Contact Text field.

• AVM Keyboard Contact Employee (1,2,3) – Contact buttons can be configured to appear during the check-in process when the user selects their host. The Employee in this field will be the one to receive the notification when a user selects one of these buttons. The button's label corresponds with the AVM Contact Text field.

• Events Email – The email address staff include with their Events sent to visitors. Selecting this field will copy the address. The address cannot be changed. It is recommended to add this address to your company contacts. Each ALICE Directory has a unique email address.

• Check-In Finish Message – The message for the visitor when they complete the check-in process.

• Appointments Service End-Point For Local Configuration – This URL defines the services used by the ALICE Directory for scheduling appointments.

  • ALICE Cloud Configuration Web Services are: https://visitorregistration.alicereceptionist.com

  • ALICE Local installations can provide their service URL. Contact your ALICE Administrator before modifying this field.

Adding and Removing Employees From a Directory’s Membership

An ALICE Directory's Membership determines which employee or company cards are currently active in the system.

Click Membership to the right of the Directory listing. A pop-up window will appear that shows a list of Companies and Employees.

Employee Card Tab

The Employee Card tab defines both the Employees that appear on the ALICE Directory and the employees within that company. Selecting the arrow beside the Company listings shows/hides Employee listings. To display a Company card with no Employees, use the Company Card Tab detailed below.

• Companies – Check marking the box, which will add all employees within a Company listing to the Directory. Removing the check mark will remove all Employees within a Company from the Directory. A dash inside the box means only a partial number of Employees have been added.

• Employees – Check marking the box will add the Employee to the Directory. Removing the check mark will remove the Employee listing from the Directory.

Company Card Tab

The Company Card Tab lets users display a company card with no associated employees.

• Companies – Check marking the box will add the Company card to the Directory. Removing the check mark will remove the Company from the Directory.

Removing an ALICE Directory

ALICE Receptionist Directories listings can only be removed by an ALICE Support representative. Contact the ALICE Support team for additional assistance.