How visitor emails work
You can use Envoy to send templated emails to your visitors before, during, and after their visit. There are multiple types of emails you can choose to send: invite emails, a registration complete email, a welcome email, and a survey email.
These emails will show as being from Envoy*; however, your company’s branding is featured prominently in the email’s content.
*Enterprise customers have the ability to send emails from their own domain. Learn more here.
Benefits of visitor emails
Share important information about visiting, like directions to your office and where to park, to make a great first impression on invited visitors.
Give visitors the opportunity to register, so they can sign-in faster and you can prevent lines from forming at your front desk.
Share answers to common questions about your workplace that would normally need to be answered by your administrators and hosts.
Get direct feedback from guests about the quality of their visit and how you can improve your visitor and sign-in experience moving ahead.
Types of visitor emails
Invitation emails
When you invite someone to visit, you can send them an invitation email. If selected, that visitor will receive an email confirming their visit and an option to register for their upcoming visit.
You can customize the invitation email to include more information, like tips on where to park or how early to arrive. Learn more about customizing the invitation email.
If you have near-visit registration enabled, visitors will not be able to register until 24 hours prior to their visit, when they will receive a second registration email.
Visit reminder emails
By default, invited visitors will receive a reminder email 24 hours before their visit. If a visitor is invited less than 24 hours before their visit, they will not receive the invitation reminder email.
The visit reminder email will contain basic information about the time, date, and location of the upcoming visit.
If registration is enabled, and the visitor has not yet completed registration, there will be a link to Register now in the email. The link opens a browser window where invited visitors can take a picture and sign any legal documents in your sign-in flow.
To change the default 24-hour reminder period:
Navigate to Visitors > Settings > Invites.
Scroll down to Visitor reminder email and click Edit.
Select from 24, 48, or 72 hours.
Click Save.
Visitors will not receive a visit reminder email if their visit invitation email is sent on the same calendar day as their reminder email would be. For example, if an invitation is sent at 12 pm for a 2 pm visit the following day, the visitor would receive the invitation email at 12 pm upon invite creation, but would not receive a second visit reminder email at 2 pm.
If you have near-visit registration enabled, 72 and 48-hour reminder emails will not be available, since visitors can only register 24-hours before their visit.
Modified Visit Notice emails
If circumstances change, editing an invitation and keeping visitors in the loop is easy. After making changes to a specific invitation, you'll be prompted to share updates with the visitor. Add a note with more context, and click "Send Email" to automatically notify the visitor of the updated details.
Updating visitor invites
Navigate to Visitors > Invites
Click on the Invitation you want to make changes to
Make the changes
Click Save
A pop-up will appear asking if you would like to send an update email to your guest. If you choose not to add a note, select "Update, but don't send email"
Click Send email to notify the visitor of the change.
Visit Cancelation emails
Navigate to Visitors > Invites
Locate the Invite you want to delete, click the ellipses (...) to the far right
Select Delete Invite.
A pop-up will appear asking if you would like to send a cancellation email to your guest.
Add note.
Click Send email to notify the visitor of the cancellation.
Registration complete email
Let your invited visitors know they've completed the registration process by sending a completion email. These typically include the QR code pass that visitors can use to sign in upon arrival.
Welcome email
Customization is only available on Visitors Premium and Enterprise
You can send a welcome email to all or specific visitor types. If a visitor signed a document as part of your sign-in flow, a copy of their signed document will be attached to this email as a PDF. You can also choose to only send this email to visitors who signed a document.
(Tip: Envoy automatically and securely stores all NDAs that your visitors have signed. You can access them from your dashboard at any time.)
Share information like your Wi-Fi password and emergency procedures via this email by creating a welcome guide. When enabled, your welcome email will include a link to “Explore guide” which opens your welcome guide in a web browser.
Survey email
Available on all paid plans
You can choose to send all or specific visitor types a brief survey to get feedback on their experience. Visitors will receive an email 24 hours after they signed in, asking “How was your visit?”. They can rate their visit as positive or negative, with an option to comment and select what factors were important to them. Learn more about the survey email.
