Overview

Each time a visitor signs in or is invited to your workplace, Envoy checks whether their information matches an existing Visitor profile. With Profile matching rules, global admins can configure which fields determine a match, rather than relying on the default name-and-email logic.

Learn more about the Visitor directory.

How matching rules work

A matching rule defines the combination of fields that must match between a new visit and an existing profile for the two to be linked. Rules are built from groups of fields connected by AND, with each group separated by OR.

For example, the rule (Name AND Email) OR (Name AND Phone number) means that a new visit will be linked to a profile if the visit shares the same email address, or the same name and phone number as the existing profile.

All fields defined within a group must match the visitor's details to be recognized. A shared email alone will only link profiles if the rule names the email by itself as the only matcher (as seen above).

Available fields

You can build rules from any combination of:

Name
Email
Phone number

When the rule applies

If you change a rule, the new matching logic applies only to new visits. Changing a rule does not re-evaluate existing visit-to-profile associations; visits that were already linked under a previous rule will remain linked.

Note: If you need to clean up legacy duplicates after changing a rule, use the Merge profiles workflow in the Visitor Directory.

Setting the matching rule

Navigate to Visitors > Visitor directory.
In the upper-right corner of the directory header, click the matching rules button.
In the Matching rule modal, build your rule using available sign-in fields, listed in the drop-down menu.
To add an additional rule, click Add another group and add another set of fields.
Click Save.

The new rule applies immediately to any new visit or invite created after you save. Existing matches stay as they are.

Visitor Profile changes

When a new visit is matched to an existing profile, any net-new information will be added to that profile. For example, if an associated visit contains a new email address for an existing profile, that new email will be added to the profile as the primary email address.