Overview
The invitation email is often the first impression your visitor will have! You can create a custom invitation email per sign-in flow, ensuring every visitor type receives all relevant information before their visit.
With Envoy's invitation email templates, you can:
Make a fantastic first impression on everyone who enters your workplace
Ensure every visitor feels welcome and prepared for their arrival by providing relevant details for their visit
Customize the look and feel of your invitation emails without diving into code
Create new invitation email templates
You cannot edit the default template. Create a new template to make your custom invitation email!
Click Add template
Name your template
If you intend to use one template per sign-in flow we suggest naming it with the same name as the visitor type you want to connect it to.
Click Save and continue
Edit the various sections of your email (instructions below).
Editing your email display and contents
✨Tip: Remember to switch to the correct template. There is no edit button for the default template.
Changing the email style
Template name: This is an internal label that you can use to track different email templates. It is not shown to visitors.
Font style: Change the font displayed in your invitation email. Choose from Arial, Cera Pro, Courier Newm Georgia, Helvetica, Lucida Sans, Tahoma, Times New Roman, and Trebuchet MS.
Note: These fonts are considered "web safe" and should be displayed on most devices and browsers. If one font isn't available, a user's device will substitute an alternative.
Alignment: Align content left, center, or right.
Subject line
Decide what your invitation's subject line will say. Include variables that will auto-fill based on the information provided by Envoy. Remember to keep it short! By default, the subject line reads, "You're invited to [Company name] [Location name]"
Header
You can hide any of the following sections by clicking on the 👁️ eye icon.
Logo: Display or hide your logo.
Header: Text included above the body of the email.
Address: By default, the location's address is auto-filled.
Optional: Include a "Get directions" link that will open the provided address in Google Maps.
Subheader: Text included below the header but above the body of the email.
Visit details: The visitor group and host's name, if applicable. Learn more about Group invites
"Add to calendar" link: A calendar event based on the Envoy invite. This will open in the visitor's default calendar app, if clicked/tapped.
Body
+Add Block: Add a block of custom content.
Invite QR code: Include an invitation QR code the visitor scan scan at your visitors kiosk. The QR code will not appear if there is not an actively paired iPad at the time of the invite.
Touchless sign in: Include a link to download the Envoy mobile app. Visitors can download the app and use it to sign in, instead of using the iPad kiosk.
Custom content: Add text, links, a list, an embedded image, or more!
To insert a link, type your text, highlight the text, click the link icon, paste your link, and hit enter to save
To insert an image, click the image icon, paste the image URL, and hit enter to save
You cannot upload images. Instead, you can pull them from a public URL to display in your email.
This should update and show the image in the Custom content box and the email example.
base64 images are not supported.
Registration link: A link for the visitor to pre-register. This is where they would answer any questions set on the sign-in flow or fill out an NDA. If you have the near visit registration setting turned on, the link will not appear.
Multiple locations itinerary: Include all locations and their addresses. Learn more about multi-location invites.
Reorder sections
You can change the order of email sections by clicking and dragging the toggle beside the section.
Add or change variables
You can add or remove variables from the subject, header, subheader, and custom content of the email. As you do so, the preview of the email will update so you can make sure everything looks correct!
Click on Variables to the right of any section and add in whichever variable you want.
Possible variable are
Company name,Location name,Visitor name,Datetime, andInviter name.
To delete a variable just use the
deleteorbackspacekeys on your keyboard.✨ Tip: Make sure the preview text looks correct, sometimes after a variable there's an extra space or between words is missing the space!
Click Save.
Assign invitation email templates to your sign-in flows
Click Manage by sign-in flow. There will be a list of all visitor types you have, hidden or visible on the iPad.
Go through and map the visitor types to the email templates you've created by using the drop-down to the right.
Click Save.
Delete invitation email templates
Next to Viewing you will see the name of the template you're viewing.
Click the template name and swap to the one you're looking to delete.
Click Edit email content.
Click the trash can icon at the top right of the page.
Confirm you want to delete the template.
