Overview
Many visits come with paperwork. Sometimes you need a visitor to agree to something before they walk in, like an NDA or a safety waiver. Other times you need them to provide documentation, like a certificate of insurance or proof of training. Envoy Visitors lets you collect each type, keeps every document tied to the right visitor, and lets you use both within the same sign-in flow.
There are two document features within Envoy, and they do slightly different jobs:
Legal documents are documents you want visitors to read and sign, such as NDAs, waivers, release forms, and safety agreements. Visitors sign them inside Envoy, either on the iPad or before they arrive. Available on Standard, Premium, and Enterprise plans.
Required document uploads are documents you need visitors to provide, such as certificates of insurance, safety training records, or a separate NDA. Visitors upload them ahead of their visit, and your team reviews and approves them before anyone arrives on-site. Available on the Enterprise plan.
These are distinct features, so you can enable either one or both. Together, they let a single sign-in flow capture a signature and collect the files a visitor needs to keep on record.
| Legal documents | Required document uploads |
What it does | Requires visitors to read and sign a pre-populated document | Visitors send you a file to review |
What your visitors do | Sign the document during pre-registration or on the iPad at arrival | Upload a copy during pre-registration |
When it happens | Before or upon arrival | Before arrival |
Your team's role | Create the document, store copies using a file storage integration (optional) | Review and approve/deny each upload. Admins and hosts can also upload a copy on their visitor's behalf |
Best for | NDAs, waivers, release forms, safety agreements | Insurance certifications, training records, compliance forms, vaccination or health attestations |
Documents visitors sign: legal documents
When you add a legal document to a sign-in flow, Envoy prompts the visitor to review and sign it as part of the sign-in process. Envoy provides a standard legal document that you can use, edit, or replace entirely with your own. Visitors can sign two ways:
On the kiosk
When they arrive, they tap Sign in, move through the flow, read the document, and sign with their finger.
Prior to arrival
To let visitors sign your legal document in advance, create an invite and choose to send a registration email. When the visitor receives the email, they’ll click “Register now” and will be prompted to enter their sign-in details. Then, they’ll have the option to read and sign your legal document. Learn more about Registration.
Once they finish, Envoy records the signature, stores a digital copy, and, if you collect the visitor's email, sends them a branded PDF for their records. Envoy also auto-fills the document with details like the date, your company name, and the visitor's name, so there are no blanks to fill in. If you allow it, visitors can also choose to view a document without signing; in that case, their status shows as "Skipped" and their badge prints with a "No NDA" stamp (if enabled).
Documents visitors provide: required document uploads
Some visits depend on paperwork you need to review before the visitor arrives, for security, regulatory, or compliance reasons. Required document uploads let you request specific files during pre-registration, so visitors can supply them in advance and your team can review them before anyone arrives on-site. This reduces check-in delays and gives you a clear compliance record.
It works well for things like collecting a safety training certificate before granting access to a restricted area, requiring a certificate of insurance ahead of a site visit, or gathering a separate NDA or compliance form up front. You can also use it to collect identity documents, though Envoy does not verify them (for verification, use ID Scanning).
Uploads happen only before the visit: visitors cannot upload at the iPad kiosk or via QR code. If a visitor can't upload their own file, a global or location admin, or the visitor's host, can upload it on their behalf.
Reviewing and tracking documents
Legal Documents
You can check your Visitors > Visitor log to see which visitors have signed your legal document.
✔️ Signed: Visitor has signed all required legal documents - either today or during a previous visit.
❌ Not signed: Visitor did not sign all required legal documents.
− Pending: The visitor was invited and has not yet completed registration.
Tip: Check your Visitors > Invites to see if any expected visitors already have a legal document on file.
To see which specific documents were signed or not signed by a particular Visitor, check the Visitor details by clicking a Visitor’s name in the Visitor Log. In the right sidebar, you will see a section titled Legal Document, which lists all documents for the Visitor Type, with details on whether each one was signed, not signed, or optional.
Storing signed legal documents
Since all legal documents are signed digitally, you can automate the storage process. Learn more about setting up legal document storage.
Sync with file sharing tools
Connect your favorite file-sharing tools to Envoy to automatically sync and store PDFs of your signed legal documents. Envoy currently supports sharing files to Box, DocuSign, Dropbox, Egnyte, Google Drive, and OneDrive.
Learn more about our Legal document integrations.
Email to a specific address
Automatically email a PDF of each signed legal document to a specified email address. Email subject lines have the visitor’s name and date, so they’re easy to find with a quick search.
Learn more about emailing your legal documents to a specific team or person.
Access from dashboard
When a visitor signs your legal documents using Envoy, their visitor entry is updated with their signed legal documents. Envoy administrators can retrieve signed legal documents from the dashboard at any time.
Learn more about downloading legal documents from the dashboard.
Required document uploads
When a visitor submits a file, admins get an email, and you review it from the visitor's invite record, their profile, or the approvals log, where you can Approve or Deny it.
Each document shows its status: awaiting review, accepted, rejected (the visitor must re-upload), or not yet submitted.
Uploaded documents are viewable on the visitor's invite or entry record and on their profile, where you can see each file's status, upload date, and type, and download files individually.