About Google Calendar

Using your Google Calendar with Envoy makes it easy to schedule to come into the office, book or cancel a desk reservation, and create Envoy visitor invitations directly from Google calendar’s event page.

Benefits

  • The Envoy extension lives in the web browser’s toolbar, so it’s easy to integrate into your employees work flow.

  • Changes made within the Google Calendar extension will be automatically synced with your Envoy dashboard & mobile apps, and vice versa.

Using Google calendar with Envoy Visitors

You can create visitor invites from your Google calendar. Your calendar must be associated with the email address listed in the Envoy employee directory.

Step 1: Install and sign into the extension

  1. Navigate to the chrome web store.

  2. Click Add to chrome.

  3. Click Add extension.

  4. Pin the Icon to your web browser.

  5. Click on the icon (top right) in your toolbar and sign in using your Envoy credentials.

Step 2: Create a calendar event

  1. Navigate to your Google calendar.

  2. Click create to make a calendar invite (top left of your calendar or click on a time slot).

  3. Fill out the title, date, time, and meeting details, etc. (You can even select a room if you have Google calendar synced with Envoy Rooms)

  4. Add [email protected] to the Add guests section of your invite along with anyone else who should be included on the invite.

  5. Click on Pre-register visitors in Envoy at the button of the invite.

  6. Select the Location and Visitor type. (You will see these Envoy registration details added into the description of the invite)

  7. Click Save to create the event.

  8. When prompted, choose to Send invitations to your attendees.

Step 3: Create Envoy invites for event attendees

  1. Check your inbox. You’ll have an email from Envoy.

  2. Click Complete visitor pre-registration. A new browser window will open.

  3. Fill in the form. Double-check you’re creating invites for the correct location and visitor type.

  4. To create an invite for a visitor, toggle on Add to Envoy near each name.

  5. Optional: Check the Send an invitation and calendar invite to the visitor box to send a registration email.

  6. Click Add.

Tip: Attendees within your organization will be off by default.

Using Google calendar with Envoy Desks

The Google Calendar integration includes enhanced flexible workplace features like employee scheduling and desk booking. Connect to the Google Calendar extension to schedule to come into the office, book or cancel a desk reservation, or invite and pre-register guests for meetings.

Changes made within the Google Calendar extension will be automatically synced with your Envoy dashboard & mobile apps, and vice versa.

Step 1: Install and sign into the extension

  1. Navigate to the chrome web store.

  2. Click Add to chrome.

  3. Click Add extension.

  4. Pin the icon to your web browser.

  5. Click on the icon in your toolbar and sign in using your Envoy credentials.

  6. Accept the permissions between Envoy and Google.

Step 2: Scheduling, Registration and Booking your desk

  1. Sign into the Google extension using you Envoy credentials (if you haven't already).

  2. Select your Location.

  3. Click on Schedule.

  4. Fill out your health check (if applicable).

    1. If you have Protect enabled, you will be directed to your employee registration or health check. You can fill this out on mobile or the web.

    2. Depending on your notification settings, you may be notified on your mobile app to complete registration as well.

  5. After filling out the questionnaire, you will be directed back to the calendar page to sign in.

  6. Click Sign-in.

  7. A desk will automatically be assigned to you (if desks are enabled in your Envoy Dashboard) but you do have the option to change your desk.

To change your desk

  1. Click the vertical ellipsis (three dots) next to Sign-in.

  2. Click Change desk.

  3. Select another desk (only available desks will be shown).

  4. Click Change Desk.

To free up your desk

You can free up your desk if you are done with it for the day which allows other employees to book that desk as needed.

  1. From the Google calendar, click on the vertical ellipsis (or three dots) next to Sign-out.

  2. Click Free up desk.

To sign-out for the day

  1. From the calendar click Sign-out which will not only sign you out but will free up your desk as well.

  2. Don’t worry though! If you forget to sign out, you will be signed out and your desks will be freed up based on your company's settings in the Envoy dashboard.

Extension Troubleshooting

  • Make sure you are logged into only one Google Calendar extension.

  • If you have previously installed the extension, make sure to sign out and then sign in again.

  • If you noticed that you were logged out of the extension in your calendar please login again using your Envoy credentials. Envoy often rolls out updates which may sign you out.

  • If your Google calendar invite is not recognizing guests outside your organization, make sure the See Guest list option is checked under Guest permissions when creating the invite.

    • The “See guest list” must be on for the preregistration to work, if not you’ll get an email that says: "To pre-register visitors in Envoy, your calendar event must have guests from outside your organization. Please try again with a new calendar event, or visit our Help Center to learn more."

  • If you do not see the ability to book desks through your Google Calendar, please update your extension:

    1. Start Google Chrome.

    2. Click the vertical ellipsis (the three dots in the top right) of your browser.

    3. Select More Tools > Extensions.

    4. Toggle on Developer Mode button.

    5. Click Update.

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