Most people go to their office about 250 days out of the year, so it’s easy to forget that visitors may not know the best bus to take or parking lot to use, which door to buzz or elevator to take. Envoy’s pre-registration feature solves this problem. When you invite visitors using pre-registration, you can automatically send a custom invite email with meeting details, a map, and custom arrival instructions—all in one step.
Pre-registration simplifies front desk management, too. Your team can check the invites dashboard for a complete list of who to expect, so they’ll always be prepared for VIPs and authorized guests.
Several convenient ways to invite visitors
Invite forms for dashboard and mobile
Anyone on your team can invite visitors in Envoy using their personal employee dashboard. The Envoy Passport mobile app also makes it easy to invite visitors on the go. You can even invite guests on behalf of another employee.
Multiple invite upload
Pre-registration speeds up sign-in, which is particularly handy when you’re hosting large meetings or events. To make the most of pre-registration, you can upload arrival details to invite multiple visitors at once. There’s no need to fill out an invite form for each visitor!
Pre-registration + your calendar
No matter if you use Google Calendar, Outlook, or another digital calendar, it’s easy to automatically create Envoy invites from any calendar event.
One-click invite emails
With just one click, you can automatically send visitors an invite email containing all the information they need for a successful arrival. Sending the invite email is the easiest way to share the meeting time and date, your office address, a map and other helpful details. Your logo and brand color appears in this email, so you’ll look perfectly polished from the start.
Custom arrival details
We’ve designed the invite email template to include essential information like your address and a map. It’s also easy to add custom information your visitors need, too. Add driving directions, bike parking tips, elevator instructions, requirements for security checks or even your Wi-Fi details—it’s completely up to you.
“MailChimp is appointment only—no walk-ins allowed. We cannot just let anyone come in. That’s why the pre-registration feature is such an essential piece for us. We ask all employees to invite their guests in Envoy.”—Sharon Teng, Operations Admin Manager, MailChimp
Visitors can pre-register
Visitors that receive your invite email can provide their sign-in details and sign your NDA all before they arrive. This ensures that your guests have plenty of time to read and review your important documents before signing.
Details appear automatically
When an invited visitor types their name on the iPad, Envoy will automatically populate their sign-in details. And if a visitor has already signed your legal document, they’ll simply skip the NDA step for an even faster sign-in experience.
Invited visitor sign-in
If you invited visitors, you can sign them from the dashboard with one easy click.
Multiple ways to streamline security
When an invite is created, it appears on the invites dashboard. Since admins can see the the invite details, it’s easy to know if the visitor is authorized.
Private notes on invites
The invite form has a special field to enter private notes that are not visible to the visitor. These notes are visible on the invites dashboard, and they can help your admin team prepare each arrival. Since the notes field is open-ended, it can be used for security purposes or provide instructions on how to greet the visitor.
It’s easy to access the dashboard, but some teams prefer to keep their list of authorized visitors via email. With this feature, your Front Desk Admin will automatically receive an email when anyone on your team creates an invite.
Security guard access
Many companies contract with outside security firms, but want to ensure their sensitive visitor information is protected. Envoy’s security guard option provides read-only access to a list of the day’s invited visitors. This way, your security firm can always see which visitors are expected, estimated arrival time, host details and private notes. If you’re online, this list will update to accommodate any last minute invites.