- How pre-registration works
- Sending invite emails
- Benefits of pre-registration
- Invites dashboard
- Pre-registration required
- Creating invites
- Ways to create invites
Pre-registration is a robust feature that improves the sign-in process for expected visitors. With pre-registration, you can send custom invites, alert your team of expected guests, and speed up sign-in—all in one step. This article outlines the ways your team can utilize and benefit from pre-registration.
Note: Any employee can create invites, as long as pre-registration is turned on for the location(s).
How pre-registration works
When you know someone is coming to your office, you can create an invite within Envoy. Creating a new invite consists of filling out a digital form. You’ll provide the visitor's name, their expected arrival time, and the host. Optionally, you can fill in any of your custom sign-in fields (like their company name).
When an invite is created, it will appear on the invites dashboard, where it’s visible to any Envoy administrator.
When an invited visitor signs in on the iPad, they’ll tap the “Tap to sign in” button. Once they type their name, Envoy will “recognize” them as an invited visitor, and the information you provided on the invite will appear automatically. If you left any fields blank when you created the invite, they can fill those fields in directly on the iPad.
Tip: Envoy invites are valid only for the expected arrival date. If the invite visitor signs in on a day that's not their expected arrival date, their sign-in details will not automatically populate.
Sending invite emails
Every time you create an invite, you have the option to send an invite email. The invite email template contains the visitor and host's name, meeting time, location address, and a map.
Envoy administrators have the option to customize the template by adding information that’s relevant to your location. For example, you could add directions, parking instructions, a reminder to bring an ID, or any other relevant information.
Further, sending an invite email gives visitors the opportunity to provide their sign-in details in advance. When they click the click the “Check in” button in the email, a new web browser window will open where they can fill in your sign-in fields, take a photo, and sign your legal documents, if applicable.
Benefits of pre-registration
- Speeds up sign-in: Visitor details appear when they type their name on the iPad.
- Great for group sign-in: You can select and sign in multiple invited visitors from the dashboard.
- Invites appear on the dashboard, so Envoy administrators and your security team will always know who’s expected and authorized to enter.
- Invite emails ease arrival anxiety because they provide visitors with arrival details in advance of their visit.
From the Invites dashboard you can view at a glance to see who is on-site currently, late or signed in, and left.
- Green - Currently signed in
- Yellow - Late, not yet signed in
- Grey - Signed out
- White - Not due to arrive yet
Available on Premium & Enterprise only
When you require pre-registration, you’re adding an extra layer of security to your sign in process. Guests that have been pre-registered in the dashboard will sign in with the normal flow.
When a visitor doesn’t match an existing pre-registration, an admin or the host of the visitor may approve or deny access to that visitor. For an admin, they can approve or deny from the dashboard.
For a host of a visitor, they can approve their visitor via slack.
- If access is approved, the badge will print and the visitor’s host will be notified.
- If access is denied, the badge will not print and the host will not be notified.
Any employee in your directory can create and edit invites for their own visitors or on behalf of another employee. Employees can only access their invites and those they create for others.
Ways to create invites
For your convenience, there are a few different ways you can create invites.
From the Envoy dashboard: Create invites for one visitor at a time, or copy/paste visitor a CSV of visitor information to create multiple invites at once.
From the Envoy Mobile app: Create invites for one visitor at a time.
Create invites from your calendar: If you use Google Calendar, Outlook, or another digital calendar, you can automatically create Envoy invites from any calendar event.
Create invites using Slack: When in slack, use the command “/Envoy” which will allow you to create an invite without leaving Slack.
For more information about creating invites, check out How to create invites.