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EA Delegated Scheduling
EA Delegated Scheduling

Allow employees designated as assistants to manage reservations for anyone at the company.

Updated over a week ago

Overview

Any employees that are marked as assistants within your Envoy employee directory have access to our delegated scheduling functionality for anyone at your workplace. This means your EAs can now easily manage the schedule of busy executives directly through Envoy, including scheduling a day in the office, choosing the perfect desk, and making edits to upcoming office reservations.

Enable EA Delegated Scheduling

Step 1: Assign as an Assistant

We currently offer three methods for assigning an assistant:

Step 2: Toggle On the Setting for EA Delegated Scheduling

  1. From the left hand side menu of the Envoy dashboard go to Workplace > Settings > Employees & toggle on the option for EA delegated reservation management.

Create a New Reservation

  1. To create a new booking on behalf of another employee go to Workplace > Employee Log from the Envoy dashboard and select New reservation.

  2. Under the pop up window type in the individual's name under Employee name.

  3. For the Reservation date select a date from the calendar date picker.

    1. If you want to schedule for multiple days at once, toggle on the Select Multiple option and select all days needed (they are highlighted by a grey circle).

    2. All days highlighted in red represent days in which the user is already scheduled for.

    3. Click the Done button to save the dates.

  4. If you need to book a desk check off the box for Auto assign desks. The system will automatically select a desk on behalf of the user.

    1. At this time we do not currently offer the option for an assistant or admin to pick which desk to assign on behalf of a user.

  5. When you are ready to submit the reservation select Confirm. A new pop up window will appear detailing your selections.

Viewing the Employee Log & Reservations

As an assistant or an admin you can view to all entries made by another assistant, employee, or admin under your Envoy company account.

  1. Go to Workplace > Employee Log from the Envoy dashboard to access the employee log.

  2. The landing page will default to today's date and the employee registration flow with details such as name and entry status.

  3. To adjust the date, click on Today at the top left to select a time frame from the dropdown or click into the date text box and customize your date range.

  4. From here you can edit which details you would like to view in the log by clicking the panel icon and marking off the check boxes.

Edit a Reservation

As an assistant or admin you can view and make edits to all entries made by another assistant, employee, or admin under your Envoy company account.

  1. Go to Workplace > Employee Log from the Envoy dashboard to access the Employee log.

  2. Find the reservation you need to edit & select the ellipsis on the right hand side of the entry.

  3. From here you can edit the Reservation date.

    1. The employee name field is not editable and you can not change the desk.

    2. Circle color key:

      1. Red - represent days in which the user is already scheduled for.

      2. Dark Grey - represents the date currently set for the reservation you are making an edit for.

      3. Light Grey - represents the new date you have selected for the reservation.

  4. After you pick the new date, select Confirm. A new window will appear detailing your update.

Delete a Reservation

  1. Go to Workplace > Employee Log from the Envoy dashboard to access the Employee log.

  2. Find the reservation you need to delete & select the ellipsis on the right hand side of the entry.

  3. Click Delete reservation and confirm by choosing Delete.

    1. This will un-schedule the user and delete their desk booking (if a desk was reserved).

FAQ

  • This feature supports full (all) day desk booking only.

  • When making an edit to an existing reservation, only the date can be updated.

  • At this time we do not currently send out any type of notification for when:

    • A new reservation is made.

    • An edit to an existing reservation is made.

    • A reservation is deleted.

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