When visitors check in with LobbyConnect, they are asked to select their host (if this field is turned on for their Visitor Type. LobbyConnect will then notify the selected host of their guest’s arrival, so long as Visitor Notifications are turned on. This article explains the two options for importing hosts for LobbyConnect visitors: using Local Contacts or CloudSync tool.
How to Choose an Import Method
There are two host import methods: Cloudsync and Local Contacts. Cloudsync is a feature we built to automatically sync contacts from your email system. Local Contacts uses contacts from your iPad.
Google users are able to use either method. At this time, we are not actively able to synchronize Exchange and Office 365 contacts using Cloudsync. We are working on a solution, but in the meantime, Exchange and Office 365 users will have to use the Local Contacts method.
Importing Google Contacts Using CloudSync
User changes in an organization can happen frequently, and updating the local contacts for LobbyConnect can become a real burden. So, we created an alternative by leveraging Google's API to collect your company’s contact information. These steps will walk you through the setup process for this method of importing contacts.
First, we need to have a user account from which we are going to sync contacts. Often, this is the same account that we are using with our EventBoard calendar syncing. There is one thing that a Google App for Work administrator will need to change. This user needs to have permissions on the API in order for us to get the Directory contacts from the account. There are three choices: either use a SuperUser or Admin account, which we don't recommend, or create a simple Admin Role.
To create an Admin Role do the following:
First, log into the Google admin console and select Admin Roles. If you don't see it, you might need to look under MoreControls at the bottom of the screen.
Once in the Admin Roles, create a new Admin Role. I like to name my role API Viewer, but you can call it whatever you would like, and add a description that is appropriate for your admin group.
Now that you have a new role created, select the role and go to the permissions tab. We only need two permissions here: API access of Read on Groups and Users.
Now select the Admins tab. We are going to add our user to the admins for this role, which will grant to them the rights to read the users and groups through the API. Enter the email address of the management user, often something like email@example.com, and then save the changes to this Admin Role.
Now that the user has the rights needed, you can add your account to your Teem admin dashboard. By clicking on Manage → Apps & Integrations → 3rd Party Apps. Find the Google Contact Sync and Login and click the Activate button.
You will be taken to Google to give Teem the permission to import the account. Click Allow if you see the correct Google account, you will now be taken back to Teem, you will want to click the save button on the Google Contact Sync and Login page.
That should do it! We will now ask for the Directory contacts, and sync those out to the LobbyConnect device. Those will automatically update, making contact management much easier.
A few notes on behavior:
If you have Sync Contacts checked for any CloudSynced account, LobbyConnect will ignore Local Contacts entirely.
The information that we collect is from the Directory section of contacts, not the My Contacts section for the given account. To change and update information for the Directory a Google Admin will need to go and update all needed information for the users within the Google Admin Console. This is often needed for Phone Numbers. They can also hide service accounts.
Currently all contacts are available on all LobbyConnect devices. There is not a way to have a different group based on location or have one device use Local Contacts while others use CloudSync contacts.
Importing Local Contacts for Hosts
Navigate to the Settings app on the iPad
Select Mail, Contacts, Calendars
Select Add Account
Select your account type -- Google, Exchange, etc.
Enter your credentials for your account
Contacts should be toggled to green
Verify Contact Sync
Once you have completed the setup above, wait a few minutes for the contacts to sync with your device. To confirm that your contacts have been successfully imported, navigate to the Contacts app.