How locations work
When you sign up for Envoy, the first thing you’ll do is create your first location. For most of our customers, a location represents a physical office—the place where their visitors sign in.
Your Envoy account can have one or multiple locations, depending on your needs. If you only have one office, then one location is great, but the flexibility allows larger companies to create locations for offices in different cities or for multiple buildings on a central campus.
Each location has its own visitor log and settings, and it’s easy to switch between locations if you have global permissions. You’d want to create a new location anytime you want to keep visitor data separate.
Locations and billing
You’ll need a subscription for each location where you want to sign in visitors. Envoy offers a Basic plan, which is free, and several paid plans with different feature sets. If you choose a paid plan, you’ll need to purchase a subscription for each location.
Basic Plan allows for one location per account.
Standard Plan supports multi-location management for up to five locations (paid per location).
Premium and Enterprise plans support multi-location management for unlimited locations (paid per location).
Locations, devices, and visitor sign-in
Every Visitors plan supports multiple sign-in kiosks per location. For example, at one location you could pair three iPads, creating three sign-in kiosks at your front desk.
Printer configuration depends on your plan type:
The Basic plan does not support badge printing, so you cannot pair a printer at locations using the Basic plan.
Standard and Premium Plans support one printer per location. So for example, you could have three sign-in kiosks and one printer at your front desk.
The Enterprise plan supports multiple printers per location, and you can associate sign-in kiosks with specific printers.
Location settings
Almost every setting for Envoy Visitors can be configured per location. This means if you’re using Envoy in multiple offices, you can have different sign-in flows, NDAs, invite emails, notification settings, and more.
Here, we’re using location settings, to specifically refer to your general location settings including the company name, location name, address, logo, accent color, and language. More about each of these general location settings below.
Note the Location Settings can be found on the left hand side menu on the Envoy dashboard.
Company name and location name
The company name and location name you choose will appear by default in your host notifications, NDA template, and Registration email. Often, customers will use the same company name across all of their locations and use the city name as their location name. For example, a company called Second Street Labs may call their two locations “HQ” and “Seattle.”
But, you can also change the company name per location if desired. For example, if your office is run by a parent company, you may want your company name to appear instead of theirs. If so, simply change the name in the company name field for your location.
Location address
Having the correct address is very important. Envoy uses your address for the following:
Setting your timezone: Visitor sign-in and sign-out times will appear on the dashboard according to the timezone associated with your address.
Address in registration email: The registration email shows your address.
Maps in registration email: The registration email template contains a Google map that will reflect your address.
Tip: If your company is moving to a new building, all you have to do is update your address. No need to unpair or re-pair your iPad, it will update automatically.
Logo
The logo you upload will appear in several places:
Default design for your sign-in kiosk: Your logo will appear above the “Tap to sign-in” button.
Signed NDAs: Your logo will appear at the top of every signed NDA.
Registration email: Your logo appears in the email visitors receive when they’re invited.
(Optional) Badges: You can choose to print your logo on the visitor badges.
Accent color
The accent color here determines the color of the buttons on the iPad in your registration email. Envoy automatically assigns an accent color that matches your logo, but you can change it if you prefer.
Language
You can change your preferred language per location. Envoy Visitors supports 31 languages. When you change the language, it will translate the text on your sign-in kiosk, in registration emails, and in host notifications. At this time, the dashboard is available in English only. Learn more about language translations.
Viewing a different location
Each Envoy location has its own visitor log and settings, and you can search and switch between locations if you have global permissions.
Log in to your dashboard.
Click on your company name in the top left.
Search for a location or click on the location you’d like to view. (You must have two or more locations in order to use the search option.)
Tip: If you follow the steps above and don't see a location you think you have access to, check your admin roles to see if you need additional permissions.
Adding a location
Log in to your dashboard.
Click on your company name in the top left.
Click on “Add a location”.
Fill in your company name, location name, and address for your new location.
(Optional) Copy settings from another location.
Copying location settings will copy over your logo, accent color, visitor types (including sign-in fields, NDA text, registration settings, and more.)
Note: Copying location settings does not copy your directory. You’ll need to populate your new location’s directory once it’s created.
Review billing.
Regardless of active locations, Envoy plans are billed per license, as we bill based on access to the product/service and not usage. For example if a customer has 5 paid VR licenses, but only 3 active locations, they will still be billed for 5 licenses upon renewal.
If you’re at capacity for active locations to paid license(s), adding a new location will require you to purchase an additional license OR deactivate a location to free up a license to be used towards this new location. If you purchase an additional license, you’ll pay a prorated portion of the month or year to cover the time until your next renewal date.
Click “Add location”.
Tip: If your company pays Envoy via invoice instead of a credit card, you'll need to contact us to add locations.
Grouping locations
You can add your locations to groups to make it easier to manage a collection of locations at once.
As a global admin, go to Global Overview > Locations.
Click on "Create Groups" then add locations to those groups as desired.
These groups can be used wherever location filters are used within the dashboard such as for analytics, visitor logs, and admin roles.
Additionally, the locations can be viewed on a map on the Locations page.
Tip: If you are a Location admin for every location in a group you can view everything in regards to that group of locations.
Deactivating a location
When purchasing Envoy, you’ll pay for a certain number of subscriptions that act like “seats.” Subscriptions are not associated with a specific location, but rather, they dictate how many locations can be active at one time.
Deactivating a location can come in handy if you need to “open up a seat” for a new location without paying. While a location is deactivated, visitors cannot sign in, but you can access visitor data and history.
How to deactivate a location
Navigate to Location Settings in your Envoy dashboard.
Locate Deactivate location and click “Deactivate”.
Deleting or removing a location
Deactivating a location(s) does not remove the location from your bill; it solely frees up the license to be used towards a new location. You can contact us to reduce the number of locations off your bill at any time which will be reflected at the start of the the next billing cycle.
If you'd like to delete a location(s) please contact us to do so as well.