The Directory allows you to create a phone book with the contact information for the company's employees or other work contacts who are not users of the app. Through the directory settings, as admin, you can customize the directory, enabling or limiting employees to see a range of information about or contact one another.
In this article, we will specifically discuss the User settings. If you are looking for the directory setting related to work contacts, click here.
Enabling Users in the Directory
If you would like your employees to appear in the directory, you need to enable this in the directory settings. To do so, access the Directory from the left sidebar, click on Options, and then Settings. You should be in the Users tab. Toggle on the option to 'Display Users in the mobile directory' and confirm changes.
💡Tip: You can rename this page by clicking the Title section. Take a look at how it looks below, where I renamed it to "Colleagues".
Viewing Permissions: Who Can See Who In the Directory
Once you have decided that users will be visible on the mobile directory, you can set further permission to limit who can see who.
The options are:
Mobile users can view everyone - This option allows users to view all the other users and admins in the directory.
Mobile users can not view anyone - By choosing this option, a mobile user will not be able to view anyone in the directory. Here you have two options, where you can set exceptions to that rule:
Unless they share the same- here you can set criteria based on one of the user profile fields, for example, location, department, direct manager, etc.
Unless those other users are - here you can select certain people you would like the employees to have despite not having access to everyone. For example, the Floor managers or HR representatives.
Mobile users can not view - here you can select company members you never want employees to be able to view, for example, your CEO or senior management members.
Please note: these options are not mutually exclusive, meaning that you can select more than one. For example, I can select the option that mobile users can view anyone, but they can not view selected users.
Let's look at a few examples of when we might want to use each case:
I want my users to be able to view only employees from their location
In this case, you will select mobile users can not view anyone unless they share the same, and from the list of profile fields, I will choose location.
If you are unsure how to create user profile fields - this guide will show you how to.
I never want employees to view each other, but I want them to be able to view managers.
In this case, you will select mobile users who can not view anyone unless those other users are, and from the list, you will make the managers you'd like the employees to see.
I want my employees to view only employees from their location and the company's HR representatives.
In this case, you will select mobile users can not view anyone unless they share the same, and from the list of profile fields, I will choose location. Then you will select mobile users who can not view anyone unless those other users are, and from the list your HR representatives.
I want employees to view everyone except the CEO and Payroll Director.
In this case, you will select the option that mobile users can view everyone AND the option that mobile users can not view. Then from the drop-down, you will select relevant people such as your CEO/Payroll Director.
Information Visibility: What Can Employees See About Each Other
In addition to customizing who can view the directory, it is also possible to customize what details employees can view. Perhaps there is sensitive information you don't want employees to see about one another, such as each other's emergency contact or home address. There might also be information that, at a company level, you don't want employees to see about one another, such as their employee IDs or payroll codes.
To limit information, simply select the fields that you'd like to be visible in the directory. In the example below, you can see that the mobile phone, email, position, and birthday are visible.
Please note: These fields are based on the user detail fields created in the user details section or the user's tab. If you would like to add a field, this article with show you how.
💡Tip: You can easily change the order of appearance by dragging and dropping the details. These settings apply to all mobile users.
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.