A key part of any visitor management system is the ability to capture visitor information like name, contact details, and desired custom information. With Envoy Visitors, you’ll customize the information you collect from visitors by editing your sign-in fields.
How sign-in fields work
As an Envoy administrator, you will determine which fields to present to your visitors. When the visitor signs in, they’ll type their responses into the fields directly on the iPad instead of writing them in a paper logbook. When the sign-in is complete, their responses become part of their visitor entry.
If you’re using registration, the sign-in fields appear on the registration form. When you create an invite, you have the option to fill in any/all of the fields to speed up sign-in for the visitor. You’re also welcome to leave any custom fields blank and let the visitor fill them in when they sign in.
Optionally, you can also choose to automatically display the responses a visitor provides in the sign-in fields within their signed legal document and print them on their badge.
Benefits of sign-in fields
Capturing visitor details helps you create an accurate picture of who’s in the building.
Sign-in details appear on your dashboard and in visitor data exports, so it’s easy to capture required information for audit and compliance purposes.
If you have multiple visitor types, you can configure different sign-in fields based on the Visitor type.
Types of sign-in fields
Within Envoy Visitors, it’s important to know that there are a few different types of sign-in fields.
Your full name field
This is a system-generated field that’s built into Envoy Visitors. It’s used to collect the visitor’s name. It does require a full name (i.e., the name must contain a space to designate first & last name have been provided).
Information provided in this field is used to determine if the visitor has been invited or visited previously. Plus, the visitor’s name appears on the dashboard, in the NDA, on badges, and more. For these reasons, the “Your full name” field is always required. At this time, the name of this field will always appear as “Your full name” and cannot be edited.
Your email address & Your phone number fields
These are also system-generated fields. They’re used to collect contact details. The information provided in these fields uniquely identifies each visitor (i.e., you may have two visitors named John Smith, but they would have different email addresses and phone numbers.)
Based on the information provided in these fields, Envoy will “know” if a visitor is a returning visitor and has signed in at your location before. If so, their sign-in fields may automatically populate, and they may be able to skip signing any legal documents and/or taking a photo. At this time, the names of these fields will always appear as “Your email address” and “Your phone number,” and cannot be edited.
The “Your email address” field gets added automatically when the Returning visitors detection feature is enabled. If you do not wish to collect any visitor contact information, disable Returning visitors then delete the email address and phone number fields.
If you remove both the email address and phone number fields, Envoy will “see” each visitor as a new visitor. If an email address or phone number is not collected, Envoy cannot “recognize” them, and therefore their information will not automatically populate.
This system field is linked to your directory. When a visitor begins to type in this field, Envoy will search your directory for matching names. The visitor must type three letters to trigger the search. By default, this field is named “Host,” but you can rename it. For example, you may prefer to name this field “Who are you here to see?”.
Tip: The host field is most often used with Envoy's host notifications feature. In fact, when host notifications are enabled, this field is added to your sign-in fields automatically.
When using Host notifications, the visitor will select their host, complete sign-in, and the notification will be sent automatically. But, if you prefer to collect host information without sending a host notification, you can.
If you have multiple visitor types you can delete the host field in one visitor type while leaving it available on others.
Custom fields include text fields (which are open-ended) and dropdown fields (fields in which you provide pre-set responses). These are fully customizable. Here are some examples of popular custom fields:
Zipcodes or address for compliance or attribution purposes
License plate for parking validation
Ask visitor's to opt-in to your newsletter
You can make your sign-in more personalized to each visitor with conditional fields. Ask visitors a question using our drop-down field and then ask them another based on their answer to your first question.
For instance, if you need to remain in compliance with ITAR, you probably ask if visitors are US citizens when they sign in. If they answer yes, let them continue with your sign-in unbothered with more questions. If they answer no, ask them a subsequent question, like where they hold residence or citizenship.
You can have as many new fields as needed based on the answer given in the original questions.
Tip: We recommend keeping your sign-in fields to five or fewer, if possible. Envoy does allow more, but quick and easy sign-in usually results in a better visitor experience.
If you do not make your Field required and add a Rule within your Sign-in flows, then visitors will automatically be approved for their visit. Visitors can then bypass the registration because no true restrictions have been put in place and the visitor log will automatically show the Entry Status for your visitor as Approved instead of Pending.
For example, if you want to require a health check and potentially deny entry to visitors that are sick, you will need to not only add a required health check question as a field to your sign-in flow but you will also have to add a rule to that field to either deny entry or notify an admin, etc.