If you've already been using Envoy Visitors:
Dear Team,
We're thrilled to announce that [Company] is rolling out a new tool that will make our workplace even more connected and efficient—Envoy’s Virtual Front Desk (VFD). This will allow us to greet and assist visitors or traveling employees, even when we can’t be there in person.
Why Virtual Front Desk?
The Virtual Front Desk is all about flexibility. Whether you're working from home, in a different office, or on the go, you'll be able to connect with people seamlessly. This ensures that every guest receives a warm welcome and the assistance they need, no matter where they are.
Locations affected:
The kiosks at [list locations] will now have a Call for assistance button on the iPad kiosk.
How It Works:
Receiving Calls: As virtual receptionists, you will be responsible for handling VFD calls. When a visitor arrives and taps the Call for assistance button on the Envoy kiosk, you'll receive a notification—either via [include notification options you have enabled: email, SMS, Slack, or Teams] depending on your preference. Simply click the link provided to connect with the visitor directly on any device. Learn more about answering a call in the Envoy Help Center.
Notification Preferences: It’s important to set your notification preferences to ensure you don’t miss any calls. VFD calls expire after one minute, so prompt responses are necessary. You can adjust your settings in the Envoy mobile app or through the web platform. Detailed instructions can be found below.
Getting Started:
Set Up Your Notifications:
On Mobile: Go to Profile > ⚙️ Settings > Host notifications and toggle on your preferred options.
On Web: Click on your Name in the bottom left-hand corner > Profile > Notification settings and toggle on your desired notifications.
Answering Calls: When you receive a call notification, click the link to connect directly to the kiosk. You don’t need to log into Envoy; just ensure your device has a stable internet connection and that your camera and microphone are enabled.
Device Options: While you can answer calls from any internet-connected device, for the best experience, we recommend using a device with audio and video capabilities. This ensures clear communication and a professional interaction with our visitors.
Need Help?
If you have any questions or encounter any issues while setting up or using VFD, don’t hesitate to reach out. It’s also a good idea to make a test call to familiarize yourself with the system.
Thank you for your cooperation as we roll out this new feature. Let’s continue to make [Company] a place where everyone feels welcome and well-supported!
Best regards,
[Your Name]
[Your Position]
[Company Name]
If you've never used an Envoy product:
Dear Team,
We're thrilled to announce that [Company] is rolling out a new tool that will make our workplace even more connected and efficient—Envoy’s Virtual Front Desk (VFD). This will allow us to greet and assist visitors or traveling employees, even when we can’t be there in person.
Why Virtual Front Desk?
The Virtual Front Desk is all about flexibility. Whether you're working from home, in a different office, or on the go, you'll be able to connect with people seamlessly. This ensures that every guest receives a warm welcome and the assistance they need, no matter where they are.
Locations affected:
The kiosks at [list locations] will now have an iPad kiosk with a Call for assistance button.
How It Works:
Receiving Calls: As virtual receptionists, you will be responsible for handling VFD calls. When a visitor arrives and taps the Call for assistance button on the iPad kiosk, you'll receive a notification—either via [include notification options you have enabled: email, SMS, Slack, or Teams] depending on your preference. Simply click the link provided to connect with the visitor directly on any device. Learn more about answering a call in the Envoy Help Center.
Notification Preferences: It’s important to set your notification preferences to ensure you don’t miss any calls. VFD calls expire after one minute, so prompt responses are necessary. After creating your user account, you can adjust your settings in the Envoy mobile app or through the web platform. Detailed instructions can be found below.
Getting Started:
Create an Envoy account:
On Mobile: Sign into Envoy using your work email. After this, you should receive an email from Envoy. On your computer, click on Confirm my email to reveal a QR code. Please complete login by tapping Scan QR code on your phone and scanning the code provided.
On Web: Navigate to dashboard.envoy.com and sign-in using your work email. Check your email and open the confirmation email, then click Confirm your email. Complete your sign-up in the new window by setting a password.
Set Up Your Notifications:
On Mobile: Go to Profile > ⚙️ Settings > Host notifications and toggle on your preferred options.
On Web: Click on your Name in the bottom left-hand corner > Profile > Notification settings and toggle on your desired notifications.
Answering Calls: When you receive a call notification, click the link to connect directly to the kiosk. You don’t need to log into Envoy; just ensure your device has a stable internet connection and that your camera and microphone are enabled.
Device Options: While you can answer calls from any internet-connected device, for the best experience, we recommend using a device with audio and video capabilities. This ensures clear communication and a professional interaction with our visitors.
Need Help?
If you have any questions or encounter any issues while setting up or using VFD, don’t hesitate to reach out. It’s also a good idea to make a test call to familiarize yourself with the system.
Thank you for your cooperation as we roll out this new feature. Let’s continue to make [Company] a place where everyone feels welcome and well-supported!
Best regards,
[Your Name]
[Your Position]
[Company Name]