Creating invites
Any employee in your directory can create and edit invites for their own visitors or on behalf of another employee. Employees can only access their invites and those they create for others. Admins can see all invites at their available location(s).
Types of invites
Single invites: invites to a single person on one date.
Recurring invites: an invite that repeats over a period of time for a single person.
Group invites: invites to a defined group of multiple people for a single date.
Bulk invites: invites to a single person or multiple people for multiple dates.
Note: Any employee can send invites as long as an administrator has turned registration on.
Single Invites
Web
Go to Visitors > Invites.
Click “New invite".
Choose the Visitor type, which decides which sign-in flow your guest will use.
Designate a Host.
Fill in the form. Fields with a red dot are required to create the invite.
Optional: Set an invite to repeat. Choose how often an invite should repeat.
Select an end date if you don’t want the invite to extend past a certain date.
Optional: Leave a private note. This will be visible to Envoy administrators but not the visitor.
Optional: Check the Send an invite email box to send an email that prompts visitors to register.
Click “Invite".
After you create an invite, you can go back and edit the arrival date, arrival time, private notes, and any other sign-in fields your visitor flow might require.
Invite again
You can quickly invite someone again without having to enter all their details right from the invites log.
Go to Visitors > Invites.
Find the person on the list you want to invite again and click the ellipses (...) to the far right.
Click Invite again.
Select the new date and new time (if applicable) that you want to invite them again.
Click Invite.
Recurring invites
Available for single invites only.
Go to Visitors > Invites.
Click “New invite".
Find "Repeat" and select your interval, you can choose from:
Daily
Weekly on that specific day
Monthly on that specific day
Annually on that specific day
Every weekday (Monday to Friday)
Optional select your end date.
If you leave this blank it will continue indefinitely
Fill in the form. Fields with a red dot are required to create the invite.
To delete a recurring invite, click on the invite itself and click "Delete." This will bring up a box asking if you want to delete just that specific day's invite or all future invites tied to it.
Group Invites
Available on Premium and Enterprise
Go to Visitors > Invites
Click New invite to be be taken to the invite form.
Select Group invite from the top navigation.
Select the correct location and visitor type.
Enter a Group name that you can use to reference these visitors in the logs.
Fill in the invite details into the grid.
Be sure to select the employee's name that pops up for each person.
Please note that the Arrival date column has a date picker and the Host column searches from names in your employee directory.
If you do not select a date from the picker or a name from the directory, you may encounter errors when sending your group invites.
Optional: Check the Send invite email box if you want to send these people an email confirming their upcoming visit, and select whether the Group name should be included in the subject of the invite. This email will also include a link to “Check in” where visitors can complete your sign-in fields before they arrive.
Click Create invites.
✨ Important Notes:
We currently do not have Recurring invites available for group invites or the ability to create a recurring group invite over multiple days; at the moment, you would need to make a group invite for each day.
Groups are shown together within Envoy, but all visitors will be given individual invites. There is no personal information shared between group invitees.
Any invites without errors will be created and accessible on your Invites page for the date you invited them to visit. If any fields contain errors, you’ll be able to view the error, adjust the invite, and resubmit.
FAQ
You can edit existing invites. Just go to Visitors > Invites and click on the name of the invite you want to edit. When you invite a recurring invite, you will be asked if you want to make changes to that invite-only or all invites in the series.
Hosts/admins do not get notified when a visitor pre-registers. However, if the visitor signs a legal document during pre-registration, you can see that in the dashboard and that will confirm that they have pre-registered (unless the company has returning visitors turned on, and this visitor has been there before and they are within the re-sign time, or they do not need to re-sign).
Additionally, if there were fields that were not filled out when the invite was created, and they are now filled out - it can be assumed that the visitor has pre-registered.