Overview
Multi-location invites streamline the process of inviting visitors to multiple locations of your site, ensuring a smooth check-in experience with just one invitation. When sending an invite, you select the relevant locations of your guest’s visit. This creates an individual invite at each selected location but sends only one email to the visitor. The visitor can then use one invite or QR code to sign in at all the locations they are invited to.
Create a Multi-location Invite
Important:
To create a multi-location invite that spans multiple locations, you need to make sure that you have a global sign in flow setup and that your locations share the same global sign in flow. Learn more here about setting up global sign in flows and assigning to locations.
The icon below indicates global sign in flows.
On the web dashboard go to one of the locations of the visitor's anticipated visit.
Navigate to Visitors > Invites.
Click New Invite.
Select your global sign in flow under the Visitor type field on the invite form.
This will activate the field named Secondary locations. Choose all locations you want to invite your guest to.
Note an employee can only add secondary locations to a multi-location invite if they have been granted access to the location.
Fill in the rest of the invite form.
Click Invite.
Creating a Multi-location Group Invite
Creating a multi-location group invite follows the same rules as a single invite.
On the web dashboard, go to one of the locations of the group's anticipated visit.
Navigate to Visitors > Invites.
Click New Invite > Group Invite.
Select your global sign in flow under the Visitor type field on the invite form.
This will activate the field named Secondary locations. Choose all locations you want to invite your guests to.
Note an employee can only add secondary locations to a multi-location invite if they have been granted access to the location.
Fill in the rest of the invite form.
Click Invite.
View and Edit a Multi-location Invite
Making a multi-location invite generates separate invites for each included location. As an admin or an employee selected as the host, you can access the invite log for each location to see these invites.
Important:
An edit made to a multi-location invite under one location will automatically update the invites at all other locations included in that invite.
If the selected host is not an employee at the secondary locations, the host field will be blank under the invite log at those locations.
Go to one of the locations of the visitor's anticipated visit on the web dashboard.
Navigate to Visitors > Invites.
Click on the dropdown caret within the Today field box to choose the date of your guest's visit from the calendar picker.
From here you should be able to see the entry of your visit under the invite log.
To edit the invite click on the visitor's name.
You will be directed to the invite form of that visit, proceed with your updates.
Once you are done select Save.
Delete a Multi-location Invite
Go to one of the locations of the visitor's anticipated visit on the web dashboard.
Navigate to Visitors > Invites.
Click on the dropdown caret within the Today field box to choose the date of your guest's visit from the calendar picker.
From here you should be able to see the entry of your visit under the invite log.
Select the ellipsis to the right of the entry and choose Delete invite.
Note deleting a multi-location invite at one location will delete the invite across all locations.
How Visitors use a Multi-location Invite
After sending a multi-location invite, the visitor will receive an email detailing all the locations they've been invited to.
Learn more here about visitor email templates.
In the email, they can click "Register now" to pre-register for their visit. Once registered, a QR code will be sent via a separate Envoy email for their sign-in.
Learn more here about visitor registration.
On the day of the visit, the guest can go to any of the invited locations, approach the visitor kiosk, and sign in using the QR code received.
Learn more here about signing in using a QR code.
This same QR code can be used for all the locations on their invite, eliminating the need for them to enter in their information repeatedly, saving time and effort.
Print QR Code on Visitor Badge
With our Barcode Generator app, your team can print a QR code on a visitor badge for a seamless sign in experience. Once a visitor signs in at one location, their badge will have a QR code. This QR code can be used at all the locations they've been invited to for easy sign-in.
Important:
The Barcode Generator app must be installed at all locations included under your invite in order for the visitor QR code to print on the badge.
After a visitor signs in at one location, sign ins to other locations will not print additional badges.
Install and configure the Barcode Generator app under all your locations by following our setup guide here.
Make sure to select your global visitor sign in flow and check off the box for when enabled this option will embed the Envoy QR Code in printed badges.
Once complete click on the drop-down for your locations and select Global Overview.
Navigate to Visitors > Sign-in flows.
Click on the name of your global sign in flow.
Under the Badge tab click Edit for the Badge display section.
Select Badge Invite QR Code for the QR code field and click Save.
How Approvals/Screeners Work for Multi-location Invites
If an approval/screener happens at the global sign in flow level (e.g., conditional deny rules, invite approvals), all invites that are part of the multi-location invite are approved as one.
If an approval/screener happens at the location level (e.g., capacity check, blocklist), the invite has to be approved for each location individually.
If a multi-location invite is approved at the primary location, an invite email is sent out even if it is not yet approved at the child locations.
If one invite is denied, all invites of the multi-location invite are denied.
FAQ
Multi-location invites can only be created via the Envoy web dashboard at this time.
Deleting a multi-location invite at one location will delete the invite across all locations.
An edit made to a multi-location invite under one location will automatically update the invites at all other locations included in that invite.