How locations work
When you sign up for Envoy, the first thing you’ll do is create your first location. For most of our customers, a location represents a physical office—the place where their visitors sign in but you can also set up Envoy locations in creative ways. For example, you could have locations for each door of one building; or you could have locations for each building within a central campus.
Each location has its own visitor and employee logs and settings, and it’s easy to switch between locations if you have global permissions. You’ll want to create a new location anytime you want to keep visitor and employee data separate.
Visitors: Locations, devices, and visitor sign-in
Every Visitors plan supports multiple sign-in kiosks per location. For example, at one location you could pair three iPads, creating three sign-in kiosks at your front desk.
Printer configuration depends on your plan type:
The Basic plan does not support badge printing, so you cannot pair a printer at locations using the Basic plan.
Standard and Premium Plans support one printer per location. So for example, you could have three sign-in kiosks and one printer at your front desk.
The Enterprise plan supports multiple printers per location, and you can associate sign-in kiosks with specific printers.
For more information about our Visitors plans and features, please see our Pricing page.
Learn more about using Multiple iPads.
Location settings
Almost every setting for Envoy Visitors can be configured per location. This means if you’re using Envoy in multiple offices, you can have different sign-in flows, NDAs, invite emails, notification settings, and more.
Under the Location settings in your dashboard, you can find general location settings including the company name, location name, address, logo, accent color, language and more.
What settings are available?
Location Details
Company name
Location name
Address
Branding
Logo
Accent Color
Data Privacy
Consent and Data Policy
Advanced Settings
API Key
Language
Deactivate Visitors
Disable location
Capacity
Set your daily capacity limits
Visitor & Employee sign out
Self sign-out
Automatic sign-out
Company name and Location Name
The company name and location name you choose will appear by default in your host notifications, NDA template, and Registration email. Often, customers will use the same company name across all of their locations and use the city name as their location name. For example, a company called Second Street Labs may call their two locations “HQ” and “Seattle.”
But, you can also change the company name per location if desired. For example, if your office is run by a parent company, you may want your company name to appear instead of theirs. If so, simply change the name in the Company name field for your location.
Address
Having the correct address is very important. Envoy uses your address for the following:
Setting your timezone: Visitor sign-in and sign-out times will appear on the dashboard according to the timezone associated with your address.
Address in registration email: The registration email shows your address.
Maps in registration email: The registration email template contains a Google map that will reflect your address.
Tip: If your company is moving to a new building, all you have to do is update your address. No need to unpair or re-pair your iPad, it will update automatically.
Logo
Upload a logo that will appear on your Visitors kiosk, badges, and invite emails. The logo you upload will appear in several places:
Default design for your sign-in kiosk: Your logo will appear above the “Tap to sign-in” button.
Signed NDAs: Your logo will appear at the top of every signed NDA.
Registration email: Your logo appears in the email visitors receive when they’re invited
(Optional) Badges: You can choose to print your logo on the visitor badges.
Accent color
Choose a custom accent color for the details on your iPad and pre-registration emails.
The accent color determines the color of the buttons on the iPad in your registration email.
Envoy automatically assigns an accent color that matches your logo, but you can change it if you prefer.
Consent and Data Policy
Customize the iPads to support GDPR compliance efforts.
API Key
Copy your API key or generate a new one as needed.
Language
You can change your preferred language per location. Envoy Visitors supports 31 languages. When you change the language, it will translate the text on your sign-in kiosk, in registration emails, and in host notifications. At this time, the dashboard is available in English only. Learn more about language translations.
Deactivate Visitors
Turn off visitors for your location.
Deactivating visitors will not deactivate the whole location but will deactivate the Visitors product for that location.
This will also deactivate the Visitors kiosk (iPad). Although visitors cannot sign in, you can access visitor data and history.
Disable location
Disabling a location prevents all functionality at this location and hides the location from visitors and employees.
Daily capacity limits
Set a limit for the number of people who can be signed in or expected at any one time.
Self sign-out
Allow visitors to sign themselves out.
Automatic sign-out
Automatically sign out visitors at a set time.
Viewing a different location
You can search and switch between locations if you have global permissions.
Log in to your dashboard.
Click on your company name in the top left.
Search for a location or click on the location you’d like to view. (You must have two or more locations in order to use the search option.)
Tip: If you follow the steps above and don't see a location you think you have access to, check your Admin roles to see if you need additional permissions.
Adding a new location
Log in to your dashboard.
Click on your company name in the top left.
Click on Add a location.
Fill in your company name, location name, and address for your new location.
(Optional) Copy settings from another location.
Copying location settings will copy over your logo, accent color, visitor types (including sign-in fields, NDA text, registration settings, and more.)
Note: Copying location settings does not copy your directory. You’ll need to populate your new location’s directory once it’s created.
Review billing.
Regardless of active locations, Envoy plans are billed per license, as we bill based on access to the product/service and not usage. For example, if a customer has 5 paid VR licenses, but only 3 active locations, they will still be billed for 5 licenses upon renewal.
If you’re at capacity for active locations to paid license(s), adding a new location will require you to purchase an additional license OR deactivate a location to free up a license to be used towards this new location. If you purchase an additional license, you’ll pay a prorated portion of the month or year to cover the time until your next renewal date.
Click Add location.
Important Note: If your company pays Envoy via invoice instead of a credit card, you'll need to contact us to add additional locations.
Grouping locations
You can add your locations to groups to make it easier to manage a collection of locations at once.
As a global admin, go to Global Overview > Locations.
Click on "Create Groups" then add locations to those groups as desired.
These groups can be used wherever location filters are used within the dashboard such as for analytics, visitor logs, and admin roles.
Additionally, the locations can be viewed on a map on the Locations page.
Tip: If you are a Location admin for every location in a group, you can view everything regarding that group of locations.
Disabling a location
Envoy Visitor plans are billed per location. Disabling a location(s) does not remove the location from your bill; it solely frees up the license to be used towards a new location. Keep in mind that disabling a location removes the ability to access Visitors for that location.
For example, Glacier Inc. purchased 4 Visitor Locations: Austin, New York, San Francisco, and Singapore. They are opening a new office in Montreal and will need to create a new Visitor location for that office. Since they don’t have any visitors at the Singapore office, and don’t want to purchase a 5th Visitor location, they decide to disable the Singapore location. Even though they will have 5 locations listed in their Envoy dashboard, only 4 are active and can be used. Therefore, they only pay for the 4 locations.
You can contact us If you'd like to delete a location(s) or reduce the number of locations off your bill at any time which will be reflected at the start of the next billing cycle.
How to disable a location
Navigate to Location Settings in your Envoy dashboard.
Locate Disable location and click “Disable location”.
