An ALICE Portal user can schedule multiple appointments using the Import Guest List option using a spreadsheet with multiple visitors’ information.
Log in to the ALICE Portal and navigate to the Directories tab in the Directory Management section of the site. Click the Import Guest button on the directory for which you wish to schedule multiple appointments.
Appointments scheduled will be shared among ALICE Directories under the duplicate Location listing, allowing the user to log in to any of the ALICE Directories on a campus or in an office.
The Import Guest Data window will open. Select Download Sample to download a Guest List CSV template.
The template sheet includes columns for the following data.
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A summary of the appointment.
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Appointment Description – A brief description of the appointment.
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Employee Email - The email address of the visitor's host. This address must match the address in their Employee listing.
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Start Date – The start date of the visitor's appointment.
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Start Time – The start time of the visitor's appointment.
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End Date – The end date of the visitor's appointment.
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End Time – The end time of the visitor's appointment.
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Location – The location of the appointment.
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First Name – The visitor's first name.
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Last Name – The visitor's last name.
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Phone Number – The visitor's phone number.
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Organization – The organization the visitor represents.
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Email—The visitor's email address. If a notification is sent, this email will receive the appointment invite.
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Is Cancelled – Changing this value to 1 will cancel the appointment made. The information in the columns must match the information previously provided. When cancelling appointments, utilizing the same spread sheet used to schedule the appointment is recommended.
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Send Notification – Setting this value to 1 will send an invite to the visitor when the appointment is created. Setting this value to 0 will make the appointment, but not notify the guests or provide them with log-in information. This is recommended if only one person in a group should have permission to check a group in.
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Group ID—The group number a visitor is assigned to. If this field is blank, the visitor will not be added to a group. Visitors with the same group number will be provided a group check-in code with their appointment notification and can check in with the group.
Fill in the information with your visitor information and appointment details. Save the spreadsheet in a CSV format.
In the Import Guest Data window, click the Browse File button and select the spreadsheet you saved. Then, choose Import to upload the data.
An email with their appointment code will be sent for any visitors with Send Notification set to 1. The visitor can also log in to the preregistration site to review and acknowledge their information and induction materials, such as videos or documents.