Overview
With the Envoy Outlook add-in, you can send visitor invitations directly from your Outlook calendar. When you add external guests to a calendar event, Envoy automatically creates matching invites in your Envoy account, so there's no need to invite them manually!
Creating a Calendar Event & Sending Envoy Invites
Open your Outlook calendar using your work email.
Create a new event as you normally would: add the event title, date, time, and location.
Add all attendees, including the external guest email address(es) you want to invite.
In the full event window, click the Envoy Add-in icon to open the panel on the right.
(If prompted) Sign in with your Envoy credentials and authorize access.
Note: User session log-out time is 30 days. This means that if the Envoy Outlook add-in is not used for 30 days, you will be logged out and prompted to reauthenticate the next time you use it.
Choose your location and visitor type from the dropdown menus.
The date and time will automatically populate based on your Outlook meeting details.
The Host field defaults to you, but you can change it if necessary.
Fill out the Full name field for all invited visitors.
(Optional) Fill out any required custom fields that appear for the selected visitor type.
Click Create invites. A confirmation message will appear once the visitor invitation is successfully created in Envoy.
To send the calendar event to the attendees, click Send on the event to finalize the calendar invite and notify attendees.
Note: The Envoy visitor invitation and the Outlook calendar event are separate actions. You must still click Send in Outlook for the meeting to be distributed. This is a Microsoft limitation.
Editing an Existing Invite
Locate the calendar event in Outlook that you’d like to update and open it.
Launch the Envoy add-in from the event window.
The corresponding visitor invitation will appear automatically.
Update any details, such as visitor name or custom field values.
Click Update invites to apply your changes to Envoy.
Tips & Reminders
Always add external guest email addresses to your Outlook event before launching the add-in.
The add-in will only create Envoy visitor invitations for external guests — not internal employees.
If you update the date or time of the event after creating the Envoy invite, make sure to open the add-in again to sync the changes.
If the add-in isn’t visible, click the three dots (⋯) menu in the event toolbar or expand the Outlook ribbon to locate it.