About Employee Reservations
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:
Create reservation flows, managed per location or per company depending on plan level. Learn more
Screen employees by adding rules. Learn more
Customize the reservation experience with
A custom Reservation window
Custom Reservation instructions
Custom Denial messages per flow
See who's on-site and who's expected in the Visitor log. Learn more
Allow employees to share workplace schedules and invite co-workers. Learn more about workplace schedules and inviting co-workers.
Allow employees to reserve via web link instead of the app. Learn more
Create Reservation flows
Start by creating your reservation flows, add questions and rules then assign flows to your locations.
Navigate to Workplace > Settings > Employees in your Envoy dashboard.
Click Configure next to Employee reservations & auto check-in.
Click on Add Employee Reservation flow.
A default name will be shown but you can change this as needed.
Click Save and Continue.
Scroll down to Questions.
Click + Add field on the top toolbar to add a question.
Choose Add dropdown or Short Answer.
This is similar to the process of adding Visitor sign-in fields.
Once you've added questions, you can choose to make questions required or not.
If you plan to use the answer to a question to determine if someone should enter your workplace, be sure to make it required.
Click Save.
Set Rules and choose Response options based on your workplace needs.
Assign flows to specific locations
Navigate to Workplace > Settings > Employees in your Envoy dashboard.
Click Edit next to Employee reservations & auto check-in.
Click on Change employee reservation flow
Select the Flow you want applied to the location you are currently viewing.
Click Save. You will see that the flow is applied to 1 location.
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. 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.
Important Notes:
Rules can only be applied to dropdown menu sign-in fields.
Before you can add rules to your questionnaire, make sure that you have already clicked “Save” after entering your questions.
Click Rules located next to the “Add field” dropdown.
Click Add rule at the bottom of the prompt screen.
In the Triggers section, from the first dropdown, select the sign-in field you wish to apply a rule to.
From the second dropdown, select the answer that will trigger the action you wish to apply.
(Optional) Select “Add another condition” to your rule to apply the selected action based on two or more answers.
From the dropdown under "Define actions," select either 'Deny entry' or 'Notify,' or you can select both options at once.
(Note) If you select 'Notify' as the action, you will then need to select the users you wish to notify.
Click Save rule.
Editing and deleting rules for employee screening
Click Rules at the top of the page
The prompt will show you a list of your current rules
Hover over a rule to see the edit button (pencil icon) and the delete button (trash can icon)
Reservation Instructions
When your employees reserves 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.
Navigate to Workplace > Settings > Employees in your Envoy dashboard.
Click Edit next to Employee reservations & auto check-in.
Click on Change employee reservation flow
Pick which employee reservation flow you would like to edit by clicking on Advanced Settings.
Scroll down to Instructions.
You can bold and italicize text either with the common keystrokes or using the buttons at the top of the text modal.
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
enterto insert the link.You can insert bullet points or numbered lists by clicking on the corresponding icon.
When you're done editing, click Save.
Denial message
Navigate toWorkplace > Settings > Employees in your Envoy dashboard.
Click Edit next to Employee reservations & auto check-in.
Click on Change employee reservation flow
Pick which employee reservation flow you would like to edit by clicking on Advanced Settings.
Scroll all the way down to the bottom and you will see Denial message.
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 to come into the office you can toggle off this requirement. Employees will automatically be approved to come into the workplace.
Navigate toWorkplace > Settings > Employees in your Envoy dashboard.
Click Edit next to Employee reservations & auto check-in.
Click on Change employee reservation flow
Pick which employee reservation flow you would like to edit by clicking on Advanced Settings.
Toggle off Employee questionnaire.
Important Notes:
All new employee reservation flows will have the employee questionnaire turned off by default. You must toggle on this setting in order to see the Pre check-in questionnaire window settings.
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 reserve will no longer appear and from here the employee will see an option to sign in on the day of their scheduled visit.
Delete a reservation flow
Navigate to Workplace > Settings > Employees in your Envoy dashboard.
Click Edit next to Employee reservations & auto check-in.
Click on Change employee reservation flow
Pick which employee reservation flow you would like to edit by clicking on Advanced Settings.
Scroll down to the bottom and click Delete reservation flow.
Employee Reservations FAQ
Employee Reservations will only show on the iPad kiosk for Workplace customers who also have a Visitors license.
All new Employee Reservation flows will have the Employee questionnaire turned off by default. You must toggle on this setting in order to see the Pre check-in questionnaire window settings.
The pre check-in questionnaire window (previously known as the health check window) is hidden when the Employee questionnaire is not enabled in the Employee flow.
All Employee flows are created with a default name, which can be edited in the reservation flow details setting.
After setting up the Employee Reservation flow, it’s important to set up your badge or WIFI integrations.
Workplace Standard plans will not be able to configure badge or WIFI integrations.
Workplace Premium plans will be able to see these settings. Click Configure on App Center to set up these integrations.
You can now edit Reservation flows without having to navigate to a specific location in your dashboard.
Other settings related to Employee reservations
Share workplace schedules and invite co-workers
Navigate to Workplace > Settings > Employees in your Envoy dashboard.
Toggle on Share Workplace Schedules.
Note: Turning this setting off will hide colleagues visibility of when they will be at the workplace. Each employee has the ability to toggle the setting on or off for themselves within their Envoy Mobile app.
Manual Reservations
Allow employees to reserve via a 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.
Navigate to Workplace > Settings > Employees in your Envoy dashboard.
Scroll down to Send reservation manually and click Edit.
Click Generate link.
If your reservation link is compromised you can always follow the steps above and click Regenerate link. The old link will become unusable.
Pre check-in questionnaire window (Health Check Windows)
About the Pre check-in questionnaire window
The Pre check-in questionnaire window (previously known as the health check window) is hidden when the Employee questionnaire is not enabled in the Employee flow.
This feature allows you to determine when your employees will be able to reserve to come into the workplace. You can either have your employees reserve the day before they plan to come to the workplace, the day of their planned visit, or give them the option to reserve both the day before and the day of.
You can set the window for any time period you like. Whether you want people to be able to reserve 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 reserve 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 window set as day before to day before means that employees can only reserve for the next day.
What an employee sees:
Before 5:00 pm they will see the reservation card, if they go in after 5:00 pm they will not see anything because the window has ended.
Day before 12:00 am to Day of 5:00 pm
Having the window set as day before to day of means that employees can reserve for both today and tomorrow.
What an employee sees:
They will see two cards, one to reserve for today, and one to reserve for tomorrow.
Day of 12:00 am to Day of 5:00 pm
Having the window set as day of to day of means that employees can only reserve for that day.
What an employee sees:
Before 5:00 pm they will see a card to reserve for that day after 5:00 pm will not see anything as the window has closed.
Setting up the pre check-in questionnaire window
Configure when employees are able to complete their pre check-in questionnaire to come on-site on a given day.
Click Edit next to Pre check-in questionnaire window.
Select when you would like the window to open: day before, or day of.
Select the time you would like the window to open.
Select when you would like the window to close: day before, or day of.
Select the time you would like the window to close.
Click Save.
⚠️ NOTE: If your daily 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 reserve for 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 un-bookable, and the dates past that 1-week limit are also blocked out as un-bookable. 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.
Navigate to Workplace > Settings > Employees in your Envoy dashboard.
Click Edit under Scheduling limits.
Select your desired limit of how far in advance the employee can reserve a spot:
As far as possible
Today only
Today & Tomorrow
Anywhere from 1 week to 12 weeks in advance
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.
Navigate to Workplace > Settings > Employees.
Scroll down and toggle on Approval requirement.
Read the reminder and click Continue.
Select which form of approval is required before entering the workplace.
Admins can set a requirement for both Covid-19 documents which include proof of vaccination and test result
Admins can set a requirement for either a proof of vaccination or test results
Admins can set a requirement for only proof of vaccinations or only test results
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 reserve 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, Entra) 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.