What is the difference between reservation, scheduling, and checking in?
Scheduling is for Employees only. This refers to scheduling the days you have reserved space in the office.
Reservation is the action required to reserve a place in the workplace. You must make a reservation to appear on your workplace calendar. If your workplace uses Desks, your reservation will be attached to your desk booking. Learn more about booking a desk.
Check in is the process of signing into your workplace for the day via the Envoy app and should not be confused with signing into your Envoy user account on the app. Check in is for when you arrive at work on the scheduled date. You should check in/sign in or enable automatic sign-in to let your co-workers know you’re on-site for the day.
Setting your schedule
Employees can reserve for any day in the future by setting their schedule in the Envoy app. Adding a day to one's schedule holds a place in the workplace for that day. Employees will still need to complete and pass their health check (if enabled) before they are approved to enter the workplace.
Reserving a single day
Open up the Envoy Mobile app.
To access the schedule, go to the Home tab and click Schedule ahead, or go to the Schedule tab, and you will be taken to a calendar where you can pick dates.
From here, you can schedule one day at a time by selecting each date or tapping the Select Multiple option (detailed below) to schedule multiple days simultaneously.
You can view all other employees scheduled for the dates you choose as long as they have the option enabled.
When the date you scheduled for arrives, you will see an option to Check in on your Home tab.
You might have a card that reads Get Started to complete registration. This means your workplace admins require a health questionnaire to be filled out.
Reserving multiple days
Employees can schedule multiple days at once by selecting them on the schedule and reserving a desk for all those days rather than selecting a day and tapping reserve individually.
Open the Envoy mobile app.
To access the schedule, go to the Home tab and click Schedule ahead or go to the Schedule tab and you will be taken to a calendar to pick dates.
Click Select multiple at the top right corner of the screen.
Select all dates you would like to schedule in for.
Be sure to hit Schedule to confirm your dates.
Schedule FAQ
If you use Envoy Desks, you will be assigned a desk for every date you reserve in the future.
You can change your desk and, if the desk is available, Envoy will give you that same desk in the future.
If a date you wish to book in the future has reached full capacity, you will not be allowed to reserve that date.
If there is a scheduling limit, you won’t be able to reserve past the scheduling limit.
How to unschedule
To unschedule for a particular day, navigate to the Schedule tab on Envoy Mobile
Tap on the date that you no longer need to reserve.
Select the Cancel reservation.
How to Check in
Note: Previously, registration and check-in/sign-in were two separate action buttons a user had to tap. We have now combined these two tasks into a 1 click sign-in process noted below.
If you have already scheduled your visit:
Open the Envoy Mobile app.
Go to the Home tab and click Check in.
From here you might be prompted to register and complete your health questionnaire. Click Finish after filling out.
If your registration is approved, the app will sign you into your workplace.
Once successful, the card should change to show a green check mark and your desk assignment, if applicable.
If you have not already scheduled your visit:
Go to the Home tab and click Reserve & Check in for the card listed for today's date.
You might be prompted to register and complete your health questionnaire (if active).
Click Finish.
If your registration is approved, the app will sign you into your workplace.
Once successful, the card should change to show a green check mark and your desk assignment, if applicable.
How to View Your Pass & Sign out
To view your pass, go to the Home tab and tap on the Today card to View your Pass. You can also select the ellipsis and click on View Pass.
Your pass includes your name, email address, desk information (if applicable) and the time and date you checked in. You can also choose to end your reservation here.
When you are ready to leave the workplace, go to the Home tab and select the ellipsis on the View Desk card, and choose End Reservation.
The End Reservation button should only be clicked when leaving the workplace for the day to free up space for another employee to enter if need be.
Note: If an employee accidentally signs out, as long as the registration window has not closed, you can always re-register for "Today" and simply sign back in.
Automatic sign-ins
You have the option to sign in automatically when you arrive at work.
This feature is automatically enabled for employees on version 4.25 of iOS or Android that have previously provided Envoy with full location permissions. If you have not provided these permissions, you will need to update your device settings and toggle on the feature from the Envoy mobile settings in the app.
If you don’t want to sign in automatically, you can disable this feature and continue to check in manually.
Sign-in/Check-in Status
Once an employee has been scheduled and completes manual/automatic sign-in or desk check-in for the day, a green dot will display next to the employee's name for easy tracking of who is actually in the office.
The dot will display on the bottom right of an employee’s photo or circled initials.
✨ Important Note:
Employees will not have a green dot if they sign out for the day or leave the range of their company's location.
The dot displays employee status for today only. If an employee visits a future date that an on-site employee is scheduled, they will still see the green dot representative of today.