If you're just rolling out Envoy to your workplace, it's important to let your admins know what to expect. This will vary depending on the product and plan you subscribe to. Below are templates that can be used to email admins, informing them of the upcoming changes. Remember to replace all variables before sending!

Start with the base email, then paste in the block for each Envoy product your team is rolling out. Blocks are written to sit next to each other in any order. Delete the ones you don't need, fill in the bracketed variables, and send.

Subject: Welcome to Envoy - Information and Resources for Admins

Hi [Name],

You've been set up as an admin in Envoy, the system we're using to run [Company Name]'s workplace. Admin access means you can configure how Envoy works for our sites, not just use it day to day.

Your first steps

What you're responsible for

[List the products this admin manages — paste the relevant blocks below.]

Where to get help

Envoy's Help Center covers every feature, and Envoy Academy has short courses if you'd rather be walked through it using a video. For anything Envoy-side, their support team is on chat in the dashboard or at [email protected]. For anything [Company Name]-specific, come to [Name / channel].

We're live on [Date]. Anything you want changed before then, tell me this week.

[Your Name] [Your Position]

Use these blocks to provide your admins with context around the specific Envoy products your workplace uses. These are self-contained and can be copied and pasted in any order.

You manage how guests sign in at [Location]. That covers the sign-in flow and the questions guests answer, visitor badges and what prints on them, host notifications, and the visitor log.

Set up first: review the sign-in fields and legal documents for [Location], then run a test sign-in on the iPad before we go live.

Learn more: About Envoy Visitors

You manage the bookable resources at [Location] — desks, meeting rooms, and parking — plus the workplace map they sit on. That includes who can book what, how far ahead, and which areas belong to which teams.

Set up first: confirm the floor map is accurate and that every desk and room is named the way employees will recognize it.

Learn more: Desks, Rooms, Interactive workplace maps

You manage the mailroom in Envoy — logging packages as they arrive, notifying recipients, and tracking what's been picked up.

Set up first: decide where packages are stored and whether we require a signature or photo at pickup.

Learn more: Envoy Deliveries

You can send emergency notifications to people at [Location] by SMS, push, and email, and see who has responded. This is the one module where getting it right before an incident matters most. In an emergency, you won't have time to learn it.

Set up first: load the message templates you'd actually send, and run one test notification to a small group, so you've done it once before it counts.

Learn more: Setting up Envoy Response, Suggested messages, Sending an emergency notification

You manage what displays on the screens around [Location] — the content, the playlists, and which screen shows what.

Set up first: confirm each screen is paired and assigned to the right location before we start publishing content.

Learn more: About Envoy Screens