Employee Directory

Manage employee records and sync from Azure AD.

Overview

The Employee Directory contains records of employees that agents can look up during email processing. This enables agents to find the right contact, understand organizational relationships, and personalize responses based on employee information.

How Employee Data is Used

Agent Lookups

Agents use the lookup_employee tool to:

• Find contact information
• Identify reporting relationships
• Determine appropriate escalation paths
• Personalize responses

Example Flow

Email arrives asking for "John's manager"
    ↓
Agent calls lookup_employee(name: "John")
    ↓
Returns: Manager is "Jane Smith"
    ↓
Agent responds with correct information

Viewing Employees

Navigate to Configuration > Contacts & Directory > Employees to see all employees.

Employee List

Column	Description
Name	Employee full name
Email	Work email address
Title	Job title
Department	Department assignment
Company	Company affiliation
Manager	Direct manager

Filtering and Search

• Search - Find by name, email, or title
• Department filter - Filter by department
• Company filter - Filter by company
• Manager filter - Show direct reports

Adding Employees

Manual Entry

1. Navigate to Employee Directory
2. Click Add Employee
3. Enter details:

Field	Required	Description
First Name	Yes	Employee first name
Last Name	Yes	Employee last name
Email	Yes	Work email address
Title	No	Job title
Department	No	Department assignment
Company	No	Company affiliation
Manager	No	Direct manager
Phone	No	Work phone
Office	No	Office location

4. Click Save

Azure AD Sync

For organizations using Microsoft 365, sync employees from Azure AD:

1. Go to Configuration > Contacts & Directory > Microsoft 365
2. Click Sync Azure AD Users
3. The sync will import users with their attributes:
   • Display name
   • Email address
   • Job title
   • Department
   • Manager
   • Office location
   • Phone numbers

Bulk Import

Import from CSV:

1. Prepare CSV with columns:
   • first_name, last_name, email, title, department, manager_email
2. Click Import
3. Upload file
4. Map columns
5. Review and confirm

Managing Employees

Editing an Employee

1. Click on the employee row
2. Update fields
3. Click Save

Deleting an Employee

1. Click delete icon
2. Confirm deletion

Note: For Azure AD synced employees, deletion may be reversed on next sync.

Handling Departures

When employees leave:

1. Edit the employee
2. Set status to Inactive
3. Remove from VIP list if applicable
4. Save

Azure AD sync can handle this automatically if configured.

Employee Details

Profile Tab

Basic information:

• Name and contact details
• Title and department
• Manager and direct reports

Organization Tab

Organizational context:

• Reporting chain (manager's manager, etc.)
• Direct reports
• Team membership

Activity Tab

Recent interactions:

• Emails involving this employee
• Lookups by agents
• Related executions

Azure AD Integration

Initial Setup

To enable Azure AD sync:

1. Configure Azure AD app with User.Read.All permission
2. Grant admin consent
3. Configure sync in ExecAssist
4. Run initial sync

Sync Configuration

Setting	Description
User Filter	Which users to include (e.g., licensed users only)
Attributes	Which fields to sync
Frequency	How often to sync (e.g., daily)
Conflict Resolution	How to handle changes

Synced Fields

Typically synced from Azure AD:

• Display name
• Email address
• Job title
• Department
• Manager
• Office location
• Phone numbers

Handling Conflicts

When local changes conflict with Azure AD:

• Azure AD wins - Local changes overwritten
• Local wins - Azure AD changes ignored
• Newest wins - Most recent change kept

Using Employee Data in Agents

lookup_employee Tool

Agents call this to find employee information:

lookup_employee(
  name: "John Smith",
  email: "john@company.com",
  department: "Engineering"
)

Returns:

• Employee details
• Manager information
• Contact details

Agent Instructions

Guide agents on using employee data:

When looking up employees:
- Search by name or email
- Verify you have the right person if multiple matches
- Use manager info for escalation decisions
- Respect privacy - only share appropriate information

Common Use Cases

Scenario	How Employee Data Helps
Finding a contact	Look up by name or department
Escalation	Find manager from employee record
Scheduling	Find attendee emails
Verification	Confirm sender is employee

Organizational Features

Manager Relationships

Track reporting relationships:

• Each employee can have one manager
• View direct reports for any employee
• Navigate org hierarchy

Team Membership

See team associations:

• Azure AD groups/teams
• Custom team assignments
• Cross-functional teams

Reporting Chain

View full reporting chain:

• Employee → Manager → Manager's Manager → etc.
• Useful for escalation paths
• Helps understand organizational context

Privacy Considerations

Data Sensitivity

Employee data may include:

• Personal contact information
• Organizational relationships
• Employment details

Access Control

Limit access appropriately:

• Admin access for full data
• Read-only for general users
• API access controlled

Agent Usage

Configure agents to:

• Only share appropriate information
• Not reveal sensitive details
• Respect privacy in responses

Best Practices

Data Quality

1. Regular sync - Keep Azure AD data fresh
2. Clean duplicates - Merge duplicate records
3. Update departures - Mark ex-employees inactive
4. Verify accuracy - Spot-check data periodically

Organization

1. Complete profiles - Fill in all available fields
2. Manager links - Ensure manager relationships set
3. Department assignment - Assign employees to departments
4. Consistent naming - Use standard name formats

Integration

1. Enable sync - Use Azure AD sync when possible
2. Configure tools - Set up lookup_employee for agents
3. Guide usage - Instruct agents on appropriate use

Troubleshooting

Employee Not Found

Symptoms: Agent can't find employee in lookup

Solutions:

1. Verify employee record exists
2. Check spelling of search terms
3. Search by email instead of name
4. Check if employee is inactive

Sync Failures

Symptoms: Azure AD sync not working

Solutions:

1. Check Azure AD permissions
2. Verify admin consent granted
3. Review sync logs for errors
4. Test Graph API connection

Duplicate Records

Symptoms: Same employee appears multiple times

Solutions:

1. Identify which record is correct
2. Merge records if possible
3. Delete duplicates
4. Configure sync to prevent future duplicates

Outdated Information

Symptoms: Employee data doesn't match reality

Solutions:

1. Run Azure AD sync
2. Manually update if needed
3. Check sync configuration
4. Verify Azure AD source data

Related Topics

• Companies
• Departments
• Teams
• Tools