Inviting one person to visit

  1. Go to Visitors > Invites.
  2. Click “New invite.” 

3. Fill in the form. Fields with a red dot are required to create the invite.

  • Optional: Set an invite to repeat. Choose how often an invite should repeat. Select an end date if you don’t want the invite to extend past a certain date. 

  • Optional: Leave a private note. This will be visible to Envoy administrators but not the visitor.
  • Optional: Check the Send an invite email box to send an email that prompts visitors to pre-register. 

4. Click “Invite.”

Inviting multiple people to visit

  1. Go to Visitors > Invites.
  2. Click “New invite.” You’ll be taken to the invite form.
  3. Select Group invite from the top navigation.
  4. Select the correct location and visitor type.
  5. Optional: Enter a Group name that you can use reference these visitors in the logs.
  6. You can either type in or paste the invite details in the grid below.Tip: If you prefer to manually enter the information instead of pasting, note that the Arrival date column has a date picker, and the Host column will search your employee directory.
  7. Optional: Check the Send invite email box if you want to send these people an email confirming their upcoming visit, and select whether the Group name should be included in the subject of the invite. This email will also include a link to “Check in” where visitors can complete your sign-in fields before they arrive. 
  8. Click “Create invites.” 

Note: Any invites without errors will be created and accessible on your Invites > Dashboard. If any fields contain errors, you’ll be able to view the error, adjust the invite, and resubmit. 

Inviting visitors through Passport

Passport for iPhone

  1. Open Envoy Passport on your phone.
  2. Go to the Visitors tab at the bottom and the Invites tab at the top.
  3. Tap “New invite.”
  4. Fill in the invite form and tap “Next.”
  5. On the confirm invite screen, tap “Confirm” to create the invite. 

Passport for Android

  1. Open Envoy Passport on your phone.
  2. Go to the Visitors tab at the bottom and the Invites tab at the top.
  3. Tap the plus sign (+).
  4. Fill in the invite form, and tap the check mark (✓) in the top right.
  5. On the confirm invite screen, tap the check mark to invite the visitor. 

Inviting visitors from your calendar

Available on Premium and Enterprise plans

You can create invites from any work calendar, like Google Calendar, Outlook, and more. Your calendar must be associated with the email address listed in the Envoy employee directory.

Using Google Calendar

Step 1: Create calendar event

  1. Download the Envoy for Google Calendar Chrome extension.
  2. Click the Envoy icon and login using your Envoy email and password. 
  1. When creating a calendar event, click the “Pre-register visitors in Envoy” button. 
  2. Optionally select the Envoy office and visitor type using the sidebar. 
  1. Click “Save” to create the event.
  2. When prompted, choose to send invitations to your attendees. 

Step 2: Create Envoy invites for event attendees

  1. Check your inbox. You’ll have an email from Envoy. Click “Create Envoy invites.” A new browser window will open.
  2. Fill in the form. Double check you’re creating invites for the correct location and visitor type.
  3. To create an invite for a visitor, turn the toggle on their row to the “on” position.
  4. Optional: Check the Send an invitation and calendar invite to the visitor box to send a pre-registration email. 
  5. Click “Add.”

Using Outlook Calendar

Step 1: Install the Outlook add-in

  1. In your Outlook inbox, look for “Get Add-ins” in the toolbar.
  2. In the new window that opens, search for “Envoy” in the top right corner.
  3. Click “Add” on the Envoy for Outlook add-in.

Step 2: Create a calendar event and invite guests

  1. Open your calendar that’s associated with your work email.
  2. Create an event as you normally would—schedule the date, time, event name, etc.
  3. Add your attendees. You can have a mix of attendees from within and outside of your organization.
  4. You will see the add-in when you click “New meeting” in Outlook.
  5. Log in with the credentials you use with Envoy. 

Editing calendar events and invites

  • Adding event attendees:If you need to add someone to an existing event, just add them to your calendar event. Then, you must make an additional edit. We recommend making a small change to the description such as adding a space to the event description.
  • Change event time or date:Invites will not automatically update within Envoy to reflect time or date changes made on your calendar.If you need to edit the time or date on your Envoy invite, you must do so from your dashboard or the Envoy Passport mobile app.
  • Delete event or attendees:Invites will not be automatically deleted from Envoy. If you’d like to remove them, you must do so manually.

Inviting visitors from Slack

Available on paid plans

You can create invites while you work in Slack using the Envoy + Slack integration. 

  1. Head to the integrations page in your dashboard and install the Slack integration.
  2. Once installed, open Slack and type /envoy in the message field of any channel. Press enter.
  3. Select “Create an invite.”
  1. Choose the location of the visit, the visitor type, and the date and time of the visit. Select “Fill invite details.”
  1. Add the visitors full name and any other information your sign-in requires.
  1. Click “Send” to create the invite in Envoy.
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