Working with offices

Offices are the locations from which appointments are offered, and to which Agents are assigned. As an Administrator, you can create and edit the offices for your organisation, including assigning Employees and Office Managers to the office.

Office Managers can edit the details of an office to which they are assigned, but only Administrators can create and delete offices.

To create a new office:

  1. From the left panel, select the Organisation tab.

  2. From the Organisation & Planning section select Offices.

    You see a list of all the offices currently added for your organisation.

    Use the buttons on the top right to toggle between seeing the offices as a list , or on a map .

  3. From the right of the page, select + Office.

  4. Complete the relevant fields. You don't need to fill them all in, just the information you want to share with customers:

    Option Description Shown in:
    Engage plugin Customer emails
    Is active

    When enabled, this office will be offered as an option to customers when scheduling appointments.

    You can temporarily disable this option.

    		    
    Is virtual

    This is for internal use and should not need to be changed. For more information, contact your Pexip Engage Customer Success Manager.

    		    
    Name The name for this office.
    Description Any additional information about the office. This information is shown within the Engage plugin when customers are offered a choice of offices.
    External ID

    This optional unique identifier can be used when configuring the Engage plugin. For more information about using External IDs, contact your Pexip Engage Customer Success Manager.

    		    

    Email

    Phone number

    		 The email address and phone number for this particular office, if you wish to share them with customers.  
    Street, City, Postal code, State, Country Use these fields to enter the full address of the office. This will automatically generate a location map (emails only).  
    Timezone

    If a customer is in a different timezone to this office, they will be warned in their email confirmation that the time of the appointment is given in the office's timezone, not their own timezone.

    		  
    Driving directions Enter any useful information about how to get to the office, including by public transport.  
    Parking info Enter any useful information about parking, such as whether parking is available on the office site, whether it is free, or how to find parking nearby.  

  5. Select Save.

Now you can assign Agents and assign Office Managers to this office.

For information on the differences, see About users and roles.

Assigning Agents to an office

You can only assign an Agent to this office if they are already an existing Employee with a role of Agent. If they are not, see Adding an Employee and Viewing and changing team details.

To assign one or more Agents to an office:

  1. From the Offices page, select the office and then select the Contacts tab.

  2. From the top right, select + Add contact. Start typing the name or email address of the contact; when you find them, select + to add them:

    Only Employees with a role of Agent will appear in the search. You can see which roles an Employee has from the Employees page.

Assigning Office Managers to an office

You can only assign an Office Manager to this office if they are already an existing Employee with a role of Office Manager. If they are not, see Adding an Employee and Viewing and changing team details.

  1. From the Offices page, select the office and then select the Office Managers tab.

  2. From the top right, select + Add Office Manager. Start typing the name or email address of the Office Manager; when you find them, select + to add them:

    Only Employees with a role of Office Manager will appear in the search. You can see which roles an Employee has from the Employees page.