> For the complete documentation index, see [llms.txt](https://help.security.gallagher.com/command-centre/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.security.gallagher.com/command-centre/visitor-management-powered-by-kenai/visitor-management/hosts.md).

# Manage hosts and the host directory

The host directory governs who is authorised to invite and host visitors. A host can only create invites at a site where they appear in the directory. Each host record is anchored to a company-owned email domain: public webmail addresses are not valid invitation sources, and a calendar event reaches Kenai through the iCal bot only if the sender is a host at that location.

Host authorisation is **per location**, so a person can be authorised to host at one site and not another. Hosts are either **synchronised** (via API or Active Directory) or **added manually**, and manual entries always win.

{% hint style="info" %}
**Note:** the host directory is distinct from the employee directory. One person can appear in both, for example a permanent employee who is also authorised to host visitors.
{% endhint %}

## Add a host manually

If the directory isn't fully synchronised, click **Add host**:

1. Enter the **name** and **email** (both required).
2. Optionally add a **phone number** (any international number; click the flag to set the country, which defaults from the IP region).
3. Optionally set notification preferences and assistants (below).

## Import hosts

Click **Import**, download the Excel template, populate it, then choose:

* **Update directory:** adds new hosts and updates changed entries; existing entries are not deleted.
* **Replace directory:** deletes the directory and uses the upload as the new source of truth. You'll get a warning; proceed with caution.

Host records can also be kept in sync with an external source using the Sync Hosts API.

{% hint style="warning" %}
**Warning:** manually-added hosts **supersede** synchronised hosts. A manual entry is never removed or overwritten by the sync, so it won't be wiped on the next sync.
{% endhint %}

## Notifications and assistants

On a **manually-managed** host (three dots → **Edit host**) you can:

* Toggle whether the host receives **email** and **SMS** notifications (both are sent by default).
* Add one or more **assistants**. Each assistant must already be in the host directory. Assistants receive the host's visitor notifications on their behalf (commonly used for C-suite hosts with personal assistants).

These options aren't available on synchronised hosts.

## Host on behalf of someone else

When setting up invites, a host can assign the invite to another authorised host instead of themselves. In the iCal bot **Visitor Invites** form, the **Host** field defaults to you; search and select another host's name to assign the invite to them. You can also add a **Second host** so a second person is included in the host notifications for that visit.

{% embed url="<https://app.arcade.software/share/IkTX0QU9cSC6EP2JWuTP?embed=true>" %}
Walkthrough: selecting the host and a second host when setting up invites via the iCal bot.
{% endembed %}

{% hint style="info" %}
**Note:** the host directory is only visible to admins with **host directory maintenance** permission. Sites that want a sync-only directory simply don't grant that permission.
{% endhint %}


---

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