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Booking a desk [Mobile]

Booking a desk [Mobile]

Learn how to book your desk using Envoy Mobile
Rawee Gobena avatar
Written by Rawee Gobena. Updated over a week ago

Booking a desk

You can book a desk from the mobile app and schedule multiple days at once.

  1. Under the Schedule tab, select a date and tap Schedule.

  2. To schedule more than one day at a time, Select Multiple.

  3. Select the various dates you want to book on the calendar.

  4. Click Schedule at the bottom to book more than one day at a time.

  5. Usually the same desk is chosen for each of the days you have scheduled to come into the office. (based on availability)

Booking by the hour:

If you only need a desk for part of the day, you can book by the hour.

  1. Tap Schedule then select a date.

  2. Toggle off All Day.

  3. Tap All Day next to Reservation time and select a start and end time.

  4. Tap Schedule and your desk will be reserved for the hours you selected.

Unscheduling

  1. To unschedule for a particular day, navigate to the Schedule tab on Envoy Mobile

  2. Tap on the date that you no longer need scheduled.

  3. Select the ellipsis in the top right corner tap Unschedule

Viewing your desk

  1. Register to go into the workplace.

  2. Tap Sign in.

  3. View your Pass to see your desk details.

    1. Click Edit desk to change desks or Free up when you are done for the day. If you close the pass you can always re-open it from the home tab of your app.

  4. You can also view, edit and free up your desk under the Map tab.

    1. Click Edit desk to change desks or Free up when you are done for the day.


Changing your desk

  1. Tap Edit desk when viewing the Map or Pass

  2. Select a new desk on your current floor, or change the floor you're viewing from the dropdown menu in the top right-hand corner.

  3. Click Confirm.

Freeing up your desk

  1. Under the Pass or Map on mobile, tap Free up.

  2. You desk will then be available for others to book as needed.

Checking into your desk

If your company has Automatic desk free up turned on and set to a specific time, you will have to check into your desk prior to that time or you will have to book a new desk after.

Checking into your desk via Envoy mobile

  1. Open your Envoy app.

  2. First tap Register to complete your health questionnaire or Get started if you’re already scheduled for the day.

  3. Tap Sign in. You’ll automatically be checked into your desk for the day.

Checking into your desk via Slack or Microsoft Teams

  • One hour before your check-in time Envoy's bot on Slack or Microsoft Teams will message you a reminder to check into your desk if you haven't already.

  • From that message you can click Check-in.

Important note:

  • The Desk Check-in (Space Saver) feature must be enabled by an admin in order for you to receive notifications via Slack or Microsoft about desk check-in. Please reach out to your internal team with questions regarding this.

Sitting near co-workers

  1. Under the Map tab, you can scroll around on the map to see where your coworkers are sitting.

  2. Tap an employee’s name and choose to Sit nearby or tap the Star to favorite that coworker.

  3. Under the Directory tab you can see a list of your coworkers or create workplace groups.

Coordinate your schedule with co-workers

  1. Tap on Schedule then pick a date from the list or calendar to see who else is planning to work on-site that same day.

  2. Invite a teammate to join you on days you plan to work on-site to collaborate.

Create groups and view employees schedules

  1. Under the Directory, tap New Group and add coworkers to quickly know if your team is coming into the workplace and where you can sit together.

  2. Tap an employee's name to see more details including their schedule.

Enabling automatic sign-ins

You also have the option to sign in automatically when you arrive at work. Using geolocation technology, once you arrive within 100 meters of your workplace location, you will be automatically signed in to the office AND checked in to your desk.

To turn on automatic sign-ins:

  1. Make sure you have the latest version of the Envoy app installed and opened: iOS | Android.

    • This feature will not be available on app versions earlier than 4.25.0

  2. Enable “Sign me in based on my location” within the settings of the Envoy app.

    • Click on Profile (bottom right) > Click the gear icon (top right) > under Employee Settings you should see the “Sign me in based on my location” option > Toggle this on

    • If this option is not visible, it is most likely because the app is not updated to the latest version. See step 1.

  3. Set location access to “Always” (on iOS) or “Allow all the time” (on Android).

    • If your location access was already set like that, automatic sign-ins should be enabled for you already.

    • Automatic sign-ins will not work if you select “While using the app.”

    • If your device does not prompt you to enable location, you can manually apply these settings. See this article for more info.

Try it out! The next time you arrive at work, you should be signed in automatically.

If you don’t want to sign in automatically, you can disable this feature and continue to sign in manually.

Note: Envoy respects your privacy and will never store your location. For more info, please check out our privacy policy.

Automatic sign-ins + Health Checks

If your company requires a health check to go into the workplace, this will still need to be completed prior to registering for the day. If you do not complete (or fail) the health check, you will not be scheduled and will not be able to sign-in (manually or automatic).

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