How the Outlook Add-in Works
Visitors
With Envoy's Outlook add-in, Employees can create and send invites to external guests from through their Outlook calendar.
Workplace
Employees with the Envoy add-in can also schedule themselves for a day in the office and book a desk directly from Outlook!
Getting Started:
Step 1: Install the Outlook add-in
Install the add-in individually
In your Outlook inbox, look for “Get Add-ins” or "Add apps" in the toolbar.
In the new window that opens, search for “Envoy” in the top right corner.
Click “Add” on the Envoy for Outlook add-in.
Install the add-in globally (for O365 admins only)
Visit the following Microsoft App source link
Click “GET IT NOW”
This will take you to the O365 admin portal to install company-wide
Install the add-in globally without access to Microsoft Store
If you do not have the Microsoft Store enabled, you can install the Outlook Add-in by using our Centralized deployment approach. When asked, choose "I have a URL for the Manifest file" and insert the following URL: https://outlook-add-in.envoy.com/assets/manifests/manifest-production.xml.
DISCLAIMER: In order to use the centralized deployment method, you must have a version that supports add-ins & have Office 365 Authentications
When granting permissions to the Outlook Add-In, the level of permissions requested from Envoy is "read/write item".
Creating an invite through Envoy using Outlook Calendar add-in
Create calendar event & Envoy invites for attendees
Note: Our plugin will only add attendees who are external visitors and not internal users from within your organization (sending invites to fellow colleagues).
Open your calendar that’s associated with your work email.
Create an event as you normally would—schedule the date, time, event name, etc.
Add your attendee(s). The attendee's email address(es) will be used by Envoy to create a corresponding invitation.
You will see the add-in when viewing the full-screen New event window. Click on the Envoy Add-in to launch.
Login with the credentials you use with Envoy, if needed.
Click Authorize, if prompted.
Then, select your location and visitor type from the drop-down. These will be pre-populated, but you can change them!
The date and time are pre-populated from the meeting invite, so any changes must be made on the invite email.
The host field will default to you, but you can change this.
Custom sign-in fields from the selected visitor type will populate under Visitor Details. Fill out any required fields.
Click on Create invites to create an Envoy invitation. You should see a confirmation screen.
Remember to Send the Outlook invite as well!
Optional: In Envoy, you can view the newly-created invitation.
The Envoy Outlook Plug-in will send Envoy Invites, but this is separate from the event on the calendar. The invites for the calendar will need to be sent as well in order to save the event by clicking the "Send" button on the event in Outlook.
Editing an invite
Need to make changes to your invitation? You can do so in the Envoy add-in.
Find the event you need to make changes to and click Edit.
Open the Envoy add-in. The corresponding invitation will be loaded.
Make any changes to the invitation.
Click Update invites to make changes in Envoy.
Employee Scheduling and Desk Booking
Open the Envoy add-in in your Outlook Calendar
Select the Schedule tab.
Select your location.
If also booking a desk, accept the auto-assigned desk or you can choose the floor and another available desk.
Tap Schedule!
