About Employee Registration
Registration flows
Create a company wide flow
Assign flows to specific locations
Setup rules to screen employees
Editing and deleting rules for employee screening
Registration Instructions
Denial message
Disabling the Employee Questionnaire
Delete a registration flow
Employee Registration FAQ
Other settings related to Employee registrations
Share workplace schedules and invite co-workers
Allow employees to register via web-based link instead of the app
Health Check Windows
About the Health check window
Day before 12:00 am to Day before 5:00 pm
Day before 12:00 am to Day of 5:00 pm
Day of 12:00 am to Day of 5:00 pm
Setting up the Health check window
Scheduling limits
About Scheduling Limits
What an employee sees
On the mobile app:
How to set Scheduling limits
Set scheduling limits based on COVID document approvals
FAQ
All Collections
Workplace
Workplace Settings
Employee Registration, Health Checks and Scheduling Limits
Employee Registration, Health Checks and Scheduling Limits
Customize Employee Registrations, Health Checks, Scheduling limits and more.
Updated over a week ago

About Employee Registration

Empower your employees to:

  • Set and share their workplace schedules to make coordinating trips to the workplace easier

  • Self-certify that your employees are healthy or meet your requirements to enter the workspace before they head to work

  • Employees can learn more about using Envoy as an employee here.

As an admin, you can:

Registration flows

Start by creating your registration flows, add questions and rules then assign flows to your locations.

Create a company wide flow

  1. Navigate to Workplace > Settings > Employees in your Envoy dashboard.

  2. Click Edit next to Employee registration.

  3. Click Add or change registration flow > Add registration flow

  4. Name your registration flow, then click Save and continue.

  5. Scroll down to Questions.

  6. Click + Add field on the top toolbar to add a question.

  7. Choose Add dropdown.

    1. This is similar to the process of adding Visitor sign-in fields.

  8. Once you've added questions, you can choose to make questions required or not.

    1. If you plan to use the answer to a question to determine if someone should enter your workplace, be sure to make it required.

  9. Click Save fields.

Assign flows to specific locations

  1. Follow the steps above for "Company wide" set up.

  2. Continue to add new flows as needed.

  3. Assign flows to your locations by click on Applied to ... locations under the name of your registration flow and select the location(s) you want this flow to apply to.

  4. Click Save and the flow will only apply to the locations you selected.

Setup rules to screen employees

There are two types of rules that you can create for your employee screening questions that will automatically be applied based on the employee's answers to your questions when registering. You have the ability to deny an employee entry to your workplace based on their answers, as well as, the ability to alert specific users when an employee responds to your questions in a certain way. Before you can add rules to your questionnaire, make sure that you have already clicked “Save fields” after entering your questions.

⚠️ NOTE: Rules can only be applied to dropdown menu sign-in fields.

  1. Click “Rules” located next to the “Add field” dropdown.

  2. Click the “Add rule” button at the bottom of the prompt screen.

  3. In the Triggers section, from the first dropdown, select the sign-in field you wish to apply a rule to.

  4. From the second dropdown, select the answer that will trigger the action you wish to apply.

  5. (Optional) Select “Add another condition” to your rule to apply the selected action based on two or more answers.

  6. From the dropdown under "Define actions," select either 'Deny entry' or 'Notify,' or you can select both options at once.

  7. (Note) If you select 'Notify' as the action, you will then need to select the users you wish to notify.

  8. Click “Save rule”.

Editing and deleting rules for employee screening

  1. Click “Rules” at the top of the page

  2. The prompt will show you a list of your current rules

  3. Hover over a rule to see the edit button (pencil icon) and the delete button (trash can icon)

  4. Select the icon for whichever action you wish to complete.

Registration Instructions

When your employees go to register to come into the workplace you can customize the instructions they see before filling out the questions. We populate a small blurb automatically (pictured on the left) but you can customize it to your company's preferences.

We offer the ability to completely customize the text as well as Bold, Italicize, insert links, add bullet points, and numbered lists.

  1. Navigate to Workplace > Settings > Employees in your Envoy dashboard.

  2. Click Edit next to Employee Registration.

  3. Click Edit on the flow you want to change the Registration instructions for.

    1. If you want to edit a different flow than the one selected click "Add or change registration flow", then click Edit.

  4. Scroll down to Instructions.

    1. You can bold and italicize text either with the common keystrokes or using the buttons at the top of the text modal.

    2. To insert a link, type the text you want to be a link, click the link icon and paste the URL. You will need to hit enter to insert the link.

    3. You can insert bullet points or numbered lists by clicking on the corresponding icon.

  5. When you're done editing, click Save.

Denial message

  1. Navigate to Workplace > Settings > Employees in your Envoy dashboard.

  2. Click Edit next to Employee Registration.

  3. Click Edit on the flow name.

  4. Scroll all the way down to the bottom and you will see Denial message.

  5. Enter the text you'd like to show when employees are denied and hit Save.

Disabling the Employee Questionnaire

If you no longer need your employees to fill out a questionnaire (register) to come into the office you can toggle off this requirement.

Note: When this option is disabled your employees will automatically be approved to come into the workplace after clicking the schedule button on the app and web browser. This means the action button to register will no longer appear and from here the employee will see an option to sign in on the day of their scheduled visit.

  1. Navigate to under Workplace > Settings > Employees.

  2. Click Edit next to the Employee Registration.

  3. Toggle off Employee questionnaire.

Delete a registration flow

  1. Navigate to Workplace > Settings > Employees in your Envoy dashboard.

  2. Click Edit next to Employee Registration.

  3. Select Edit on the flow name you wish to delete.

  4. Scroll down to the bottom and click Delete registration flow.

Employee Registration FAQ

  • Employee Registration on the kiosk is only available for Workplace customers who also have a Visitors license.

Other settings related to Employee registrations

Share workplace schedules and invite co-workers

  1. Navigate to Workplace > Settings > Employees in your Envoy dashboard.

  2. Toggle on Share Workplace Schedules.

Note: Turning this setting on will let colleagues see when they will be at the workplace. Each employee has the ability to turn off this setting for themselves within their Envoy Mobile app.

Allow employees to register via web-based link instead of the app

  • Please contact support to enable this feature for your company.

  • In order to see this option on the dashboard, the location you are editing must have Workplace enabled.

  1. Click on Workplace on the left side of the screen.

  2. Scroll down to Send Registration Manually click Edit.

  3. Click Generate link.

Note: If your registration link is compromised you can always follow the steps above and click regenerate link. The old link will become unusable.

Health Check Windows

About the Health check window

The employee Health check window allows you to determine when your employees will be able to register to come into the workplace. You can either have your employees register the day before they plan to come to the workplace, the day of their planned visit, or give them the option to register both the day before and the day of.

You can set the Health check for any time period you like. Whether you want people to be able to register the day before to have an accurate count of who is coming into the workplace, or if you want people to also be able to register for the same day they're coming in. It's totally customizable for your team.

Day before 12:00 am to Day before 5:00 pm

Having the Health check window be set as day before to day before means that employees can only register for the next day.

What an employee sees:

Before 5:00 pm they will see the registration card, if they go in after 5:00 pm they will not see anything because the Health check window has ended.

Day before 12:00 am to Day of 5:00 pm

Having the Health check window be set as day before to day of means that employees can register for both today and tomorrow.

What an employee sees:

They will see two cards, one to register for today, and one to register for tomorrow.

Day of 12:00 am to Day of 5:00 pm

Having the Health check window be set as day of to day of means that employees can only register for that day.

What an employee sees:

  • Before 5:00 pm they will see a card to register for that day after 5:00 pm will not see anything as the Health check window has closed.

Setting up the Health check window

  1. Click 'Edit' next to Health check window.

  2. Select when you would like the Health check window to open: day before, or day of.

  3. Select the time you would like the Health check window to open.

  4. Select when you would like the Health check window to close: day before, or day of.

  5. Select the time you would like the Health check window to close.

⚠️ NOTE: If your daily Health check window begins on the 'day of', you cannot select 'day before' for when the window closes.

Scheduling limits

About Scheduling Limits

Scheduling limits is a feature that will allow an admin to determine how far in advance an employee can register themselves to come into the office. Anywhere from The day of to 12 weeks out.

What an employee sees

This is for the time period of 1 week out, if the time period is different it will reflect that properly on both platforms.

On the web dashboard:

On the web dashboard, we will only load the dates available to the Employee based on the limit set by an admin.

On the mobile app:

The dates previous to "today" are blocked out as unbookable, and the dates past that 1-week limit are also blocked out as unbookable. When you click into a date past your company's schedule limit you are met with an "Unavailable" button.

How to set Scheduling limits

Your employees are by default able to schedule themselves for any date in the future but with Scheduling limits, you can set how far out your team can schedule themselves to come into the office.

  1. Navigate to Workplace > Settings > Employees in your Envoy dashboard.

  2. Click Edit under Scheduling limits.

  3. Select your desired limit of how far in advance the employee can reserve a spot.

    1. As far as possible

    2. Today only

    3. Today & Tomorrow

    4. Anywhere from 1 week to 12 weeks in advance

  4. Click Save.

Set scheduling limits based on COVID document approvals

COVID scheduling limit allows admins to limit workplace entry to employees with approved covid documents.

Enable approval requirement

Note: You will not see this setting unless you have enabled proof of vaccination documents.

  1. Navigate to Workplace > Settings > Employees.

  2. Scroll down to Approval requirement and toggle it “on”

  3. Read the reminder and click “Continue”

  4. Select which form of approval is required before entering the workplace.

    1. Admins can set a requirement for both Covid-19 documents which include proof of vaccination and test result

    2. Admins can set a requirement for either a proof of vaccination or test results

    3. Admins can set a requirement for only proof of vaccinations or only test results

  5. Based on the form of approval selected, employees will not be able to schedule or book a desk for the workplace if they don’t have an approved document.

FAQ

  • When this feature is enabled, the option to schedule will be grayed out on the envoy dashboard as well as the mobile app

  • On the mobile app, employees that were previously scheduled prior to enabling the approval requirement will still see the option to book desk or register but they will receive a “Something went wrong” error message.

  • Employees will have to submit their covid documents and an admin will have to approve the documents in order for the employee to be able to schedule and sign in

  • If you are using SCIM to sync vaccination status from your IdP (e.g. Okta, Azure) then a synced “healthDocumentApproved” status will act in the same way as an approved “COVID-19 vaccination document”. Note that the “healthDocumentApproved” status will not be visible in the Employee Directory as it is a different attribute within Envoy.

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