Overview
Envoy's Invite Approvals feature allows admins to closely monitor the external guests coming to your workplace. This allows admins to double-check invites and ensure they meet the necessary standards or requirements. This feature is used with security features like Block List or Visual Compliance.
Approvals are enabled for invites per sign-in flow. This means you must enable and select an admin for each sign-in flow.
If an invite is approved, then it is later edited, the invite will need to be re-approved by an admin.
Enabling Invite Approvals
With Invite Approvals enabled, specific admins can be alerted when an invite is created by your employees (non-admins) for designated visitor types.
Navigate to Visitors > Settings > Sign-in flow.
Click Edit next to the Sign-in flow you want to enable Invite Approvals for.
Click on Security at the top navigation bar.
Click Enable next to “Require approval before invites are sent”.
Choose which reviewer to alert when a visitor is invited.
Click Save.
Repeat the above steps for each sign-in flow in which you want Invite Approvals enabled.
Next time an employee creates a visitor invite, they will see "Approval from an admin required" under the Visitor type and the option to "Submit invite for approval."
Reviewing Invites
Admins can review invites from the Envoy dashboard and in emails. The dashboard is the best place for bulk reviews of invites.
Email view
Each invite for a relevant visitor type will trigger an email that asks the admin(s) to review.
By clicking Review now, you'll be taken to the invite, where you can review and approve/deny.
Dashboard View
Under the Visitors > Approvals, you can find the Approvals log, consolidating all pending invites for review.
Admins can find upcoming invites by updating the date filters at the top of the page. The default display is the current day.
The Invites log will also show any pending invites for the day selected.
Once an invite is approved or denied, it will be updated to reflect its status. It will show the admin who approved it, as well as the day and time it was approved.
Reviewing edited invites
If an employee edits an invitation after the initial approval, it must be re-approved by an admin.
The visitor's invite will appear in the Invites log and the Approvals log with an EDITED tag.
The approval process is the same. Admins must click on the entry to review visitor details and approve accordingly.
The employee will receive email updates (details below) to keep track of their visitor's invitation status.
How employees stay updated during invite review
Employees are alerted via email after an invite is sent and needs review.
An invitation is not sent to the visitor until the invite has been approved.
Employees can also see the status of their pending invites by navigating to Visitors > Invites on the web dashboard or mobile app.
Invite rejection
If that invite is rejected, the employee who created the invite will receive an email notification. In this instance, the invite recipient does not receive any notification.
Invite approval
If their invite is approved, the employee will receive an email notification.
After admin approval, the invitation email will be sent to the visitor, allowing them to complete the pre-registration process.
FAQ
If an invite is created by a Global, Location, or Front desk admin, the invite will be auto-approved. Only invites created by non-admins will require approval.
Enabling approvals will require all invites (single, bulk, recurring, and group invites) to go through a review before being sent out.
Reviewers are only designated to be alerted to review invites for that specific location. There is no limit to how many sign-in flows an admin can be notified for.
Global and Location admins can always approve invites, even if they are not explicitly added as someone to be alerted.
If your admin is not receiving approval emails, please ensure they have Email toggled on in their Profile > Notification settings.
