A previous version of this feature is now named Bulk invites, and is accessible in the bulk invites tab.
Overview
Are you expecting a large meeting, conference, or party at your workplace? Instead of creating a single invite for each visitor, create a group to speed up the process and easily manage your guests. Less time spent on sending invites means more time to focus on the details of your meeting, event, or gathering, ensuring everything runs smoothly.
Need to invite people across multiple dates and times? Use our Bulk invites feature or set a repeat time for your group invite.
If you’re looking for more tips on using Envoy Visitors for large events like meetups, conferences, or parties, please check out: tips for using Visitors at events.
Group invites can be created in two ways: Sending direct invites and/or Creating a sign up link.
When you create a group by sending a direct invite, you'll provide Envoy with visitors' contact information. You can then send out invitation emails, and visitors can pre-register.
When creating a group sign-up link, Envoy generates a shareable link where visitors can access a self-registration portal. This allows you to send out an "open invite" and is great for events where you don't know the attendee details.
How to create a Group invite
Adding the invite details follows the same process, regardless of the invitation creation method.
Go to Visitors > Invites.
Click New invite. You’ll be taken to the invite form.
Select Group invite from the top navigation.
Enter a Group name that you can use to reference and organize these visitors in the logs.
How a group name looks within the main Single Invites log.
How a group name looks within the Group Invites log.
By default, the Group name will be included in invite emails. Uncheck this box to hide the group name from visitors.
Select a Location and Visitor type.
You'll only be able to invite visitors to the locations you have access to.
Enter the Arrival date and time.
Optional: Decide if you want the invite to Repeat. If so, select your interval:
Daily
Weekly on that specific day
Monthly on that specific day
Annually on that specific day
Every weekday (Monday to Friday)
Select your End date. Recurring group invites are only available for a maximum of 3 months.
Add a Host, if required.
✨Tip: When selecting the host name, it needs to match the formatting in the Employee Directory. Start typing the host's name in the box and then select from the options in the drop-down menu.✨
Optional: Add additional hosts. Not available for recurring group invites.
Optional: Check the Send invite email box if you want to send these people an email confirming their upcoming visit. Only available for direct invites.
Now that you've entered the details for your group, decide how you want to invite people to this group: by direct invite or signup link. You can select one or both of these options.
Send direct invites to specific people
Select Send direct invites to specific people to open the invitee grid.
You can type in or paste the invite details in the grid below.
If you're pasting the information from Excel, be sure the columns match the order of the Group invite fields.
✨Tip: You can drag the edges of the cells to fill out multiple invitees if they have the same information.✨
Click Create invites.
Note: Any invites without errors will be created and accessible on your Invites log, under the Group Invites tab. If any fields contain errors, you won't be able to create the invite, as the Create Invites button will not be clickable.
Create a signup link for self-registration
Self-registration is not available for recurring group invites.
Select Create a signup link for self-registration to open your link settings.
Set a Registrations deadline date and Registration deadline time. Once this time has passed, new visitors cannot register.
Set a limit to the Maximum visitors to self-register, which restricts the number of people who can use the link to register.
Click Create group and generate a link to complete the link creation.
Copy the Current registration link and share it with any potential visitors!
After visitors complete their self-registration, their name and registration info will be available within the Group, as well as the invite log.
Self-registration visitor experience
After clicking the link, the visitor will be taken to a registration portal, where they can provide their details.
The left-hand side panel will show the expiration date and a count of the remaining invites.
After completing registration, visitors will receive an email confirming their visit.
Self-registration approval flow
If your workplace uses any of our approval or screener workflows, your self-registered invites might require additional approvals from an admin.
Outgoing invite approval
See main article: Invite approvals
For outgoing invite approval, when creating your group, you'll see a Submit invite for approval and generate a link button.
Admins will not receive notifications about invite approvals until after individuals complete their self-registration. Once the visitor has registered, admins can approve or deny the invite. Each registered visitor will require individual approval.
Third-party screeners
Your workplace may use additional screeners, like Visual compliance or Identity screening, to strengthen security. If someone registers for your group and triggers a security match, they will not receive a confirmation email until an admin approves their invite.
Editing a group invite
Things happen and plans change, so you can edit your group invite in the Envoy invites log and on Envoy mobile. You do not need to delete all invites and start over - just make the necessary changes and save the group.
Here's how:
Navigate to Visitors > Invites.
Search by the Group name you wish to view, or change the dates to scroll through manually. The group name should appear as a purple link. Make sure you're displaying the field "Group name" if you're using the Single Invites log.
On this page, you can edit:
Group name
Arrival date and time
Host(s)
Private notes
Invited visitors
Invite link
After making your desired changes, make sure to hit Save at the bottom of the group invite.
Optional: Send an update email informing your guests of changes.
For recurring invites, you'll need to decide which recurring invites to add the new visitor to.
This group invite: The invitation for the current date being edited.
This and following group invites: The current date being edited and all days following it.
All group invites: The current date being edited and all days preceding and following it, minus any days that may have already occurred.
Add more directly-invited visitors to the group
Select the group invite's Group name to open the editor.
Scroll to the bottom of the page and select Add more visitors.
Use the spreadsheet pop-up to add additional visitor information.
Click Confirm. You should see your changes listed next to the save button.
Click Save to save the group invite.
Deleting visitors from the group
Select the group invite's Group name to open the editor.
Use the trash can symbol on the right hand side of the visitor list to remove someone from the group.
Undo your deletion by clicking the undo button.
You should see your changes listed next to the save button. Click Save to save the group invite.
Optional: Send a cancellation email to those who have been removed.
Selection tool
By using the checkboxes next to a visitor's name, you can delete or restore multiple invites at a time.
Select the group invite's Group name to open the editor.
Click the empty check box next to a visitor's name to select them.
At the top of the list, you'll see how many visitors you've selected. Here, you'll have the option to Delete or Restore their invites.
Click Save to save the group invite.
Using visitor emails
Invite emails
As a reminder, the invite email is an optional email you can send to visitors when you create their invites. It contains the visitor and host name(s), meeting time, and location address.
When you use a group name when creating the invites, this will appear in the invite email. Including this will let your guests know why they are being invited.
Cancellation email
If you need to remove someone from the group invite or cancel the group altogether, it's helpful to send a cancellation email. Not available for recurring group invites.
This is completely optional. You can also include a note to be added to the standard email, detailing any additional information you might want the guest to have.
Using group invites for sign-in
For a visitor, a group invite and a single invite appear the same. Just like with single invites, visitors can pre-register. Signing in can be done on the iPad, Envoy mobile, or via the web dashboard.
Pre-registration
Encourage visitors to complete your sign-in flow before they arrive.
A big benefit of using group invites is that visitors can register themselves. This means that they can fill out the sign-in fields and, if enabled, sign any legal documents and take a photo in advance. To do so, they’ll click the Register now button in the registration email.
When they arrive and sign in on the iPad, they’ll be asked to confirm their information is correct, then they are instantly signed in. This helps reduce the amount of time spent on the iPad, speeding up the flow of visitors.