ALICE Portal – Employees Tab

Employees Tab User Training Video

The Employees tab includes options to create, modify, import, or delete Employee listings. Employee cards directly represent employees in the ALICE Receptionist system. Verify that the correct Company is selected in the drop-down box at the top of the page before adding a new Employee listing or if an existing Employee listing doesn’t appear.

Employees can be added individually using the ALICE interface or as a group using a CSV or Azure AD Import. Learn more in the CSV File Employee Import Process and Azure AD Employee Import Process articles.

Creating a New Employee

To add and create a new Employee, select the orange Add button in the top right corner of the screen.

• Use the Browse Image button to upload the employee's photo, which will appear on the employee's card.

• First Name – The employee’s first name as it will appear on the Employee card.

• Last Name – The employee’s last name as it will appear on the Employee card.

• Username – The employee’s username for data-keeping purposes.

• Email – The employee’s email address will be used to notify them of visitor check-in / outs and set up appointments.

• Notification Preference – How the employee will be notified when a visitor checks in. There are multiple options to choose from.

  • SMS Primary Extension – A text message will be sent to the user’s primary phone number.

  • SMS Secondary Extension – A text message will be sent to the user’s secondary phone number.

  • SMS Alt Extension – A text message will be sent to the user’s alt phone number.

• • Email – The employee will be notified via email when their visitor checks in or out.

  • Slack – The employee will be notified via Slack when their visitor checks in or out.

    Note: The employee’s email must match their email in Slack.

  • Teams Channel – A Teams group will be notified of visitors who check in with this employee.

  • Teams User – Employees will be notified via Teams message when their visitor checks in or out.

  • No Notification – Employees will not be notified when their visitor checks in or out.

• Override Code – If a visitor is flagged as a security concern, this override code will allow the employee to check them in. Selecting the Generate Code button will create the code.

• Card Position – Assigns an order to the cards that appear on the ARD. Cards with a lower position number will appear earlier on the list. For cards that share the same position number, they will be displayed alphabetically. Any card without a position will appear alphabetically after all the cards with an assigned position number.

• Card Action – Card actions determine what happens when a visitor selects the card on the system.

Card Actions User Training Video

• • None – The card will do nothing when selected.

  • Call – Calls the number in the “Contact Number / Address” field when this option is selected.

  • Call Type – This selection determines the type of call the employee will receive when their card is selected.

Call Types User Training Video

• • • Audio – Connects the visitor and employee using a standard phone call to a desk or mobile phone. This field typically should include the employee’s full DID phone number. If your team has directly integrated ALICE Receptionist into your SIP-enabled phone system, the employee’s extension number should be used.
    • Video – Connects the visitor and employee through a video call utilizing the ARC or a 3rd party SIP softphone client. This field should typically be in a SIP format, including the extension and server URL / IP. (Ex.:sip:###@na.sip02.alicereceptionist.com)

• • • One-way Video Call – This is a specialized setting used for employees who would like to utilize the video features of the ARC to view the visitor but cannot use audio devices on their computers for calls. Instead, they will receive a phone call on their desk or mobile phone. When this setting is enabled, the employee must answer BOTH the ARC device and softphone to accept the call.
    • Split Call – This specialized setting is used for employees who would like to utilize the video features of the ALICE Receptionist Client to connect to the visitor via two-way video but cannot use audio devices on their computer for calls. Instead, they will receive a phone call on their desk or mobile phone. 

• • • Teams Audio Call – Connects the visitor at the ALICE Kiosk to an employee's Microsoft Teams client using an audio-only call.
    • Teams Video Call – Connects the visitor at the ALICE Kiosk to an employee's Microsoft Teams client using a video call.

Microsoft Teams Calling User Training Video

ALICE Portal Configuration for Ring Group – Use the drop-down menu to include the Ring Group to be called. The Ring Group must be a part of the system’s membership.

Learn more about creating and adding Ring Groups in the ALICE Portal Ring Groups Tab article.

ALICE Portal Ring Groups User Training Video

• • URL – Displays most websites in the ARD's embedded Chromium browser. 

    • URL – The web address to be opened when this card is selected.

    • Remove Links – Disables links on the website displayed on the ALICE Directory, preventing navigation away from the specified page.

    • Show Keyboard – This enables an on-screen keyboard for the user to populate fields on the web page.

  • Video – Opens and plays a video on the ALICE Directory. 

    • Video File – Include the video’s file path. The ALICE Kiosk PC must have access to this file. Store the file on the local machine for the fastest response time.

    • Loop Video – Enabling this option causes the video to loop when finished.

    • Fullscreen video – Enabling this option causes the video to be stretched to fill the entire content space.

  • Ring Group – Selecting the card will call a Ring Group instead of the individual directly. 

    • Ring Group – Use the drop-down to select which Ring Group will be called when this card is selected. Refer to the ALICE Portal Ring Groups Tab articles for more details on Ring Groups.

• Primary Number/Address – The phone number or SIP extension that will be called when this employee is selected.

• Secondary Number/Address – The number the Split and One-Way Video call options utilize. The number included here should be the DID phone number the secondary line will call.

• Mobile Number – The mobile number that will receive a text message when mobile text message notifications are enabled for the employee.

• Card State – This field changes the card's appearance on the ALICE Directory, including visibility and positioning.

  • Visible – The default option shows the card on screen with the name displayed on the card.

  • Card Hidden – The card will not display on the ARD.

  • Name Hidden – The card will be displayed, but the name will be hidden. This is typically used for cards that display a logo or graphic.

  • Static – Locks this card to appear on every page of the Directory list.

  • Static and Name Hidden – Applies the "Static” and “Name Hidden” functions onto a single card.

• Show in AVM? – Toggles whether the employee will appear as a host during visitor check-in.

• Receive call on check-in? – Toggles whether the employee will be called after a visitor checks in with them. If the employee's card is set to call a ring group, the ring group will be called instead.

• Department – Assigns an Employee to a Department. Select which Department from the drop-down list. To create a new Department, refer to the ALICE Portal Departments Tab article.

• Position / Title – Assigns the Employee a Position. Select which Position to assign the Employee from the drop-down list. Refer to the ALICE Portal Positions Tab article to create a new position..

• Import Employee to – When an Employee listing is created, the Employee will be added to the Membership of all the selected ALICE Receptionist Directories. Check off all the ALICE Receptionist Directories to add the Employee to.

  If the Directory does not appear, verify at the top of the ALICE Portal that the correct Location and Company are selected in the drop-down menu.

Editing an Employee

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. Refer to the ALICE Portal Employees Tab article for more information on each field.

Click Save to finalize the listing.

Adding an Employee to an ALICE Receptionist Directory

When creating or editing an Employee listing, they can be added using the “Import Employee to” option to directly add them to a Directory’s Membership. The Employee listing can also be added from the Directory's Membership screen.

Refer to the ALICE Portal Directories Tab article for more details.

Removing an Employee From an ALICE Receptionist Directory

To remove an Employee listing from a Directory, navigate to the Directory Membership screen and the check mark by the Employee listing.

Refer to the ALICE Portal Directories Tab article for more details.

Deleting an Employee Listing

Click the red trash can icon on the far-right column of the row. A pop-up window will ask for confirmation.