In this article
- How block list works
- Setting up block list
Prevent unwanted guests from visiting by adding them to your block list. If a person on your block list tries to sign in or a teammate inadvertently invites them, your team is notified and can take quick action to approve or deny their visit.
You can block individual people or, if you want to block anyone who works at a specific company, for example, you can also block keywords.
Your block list is shared by all locations within your company, so if you block someone at one location, they will also be blocked at any other locations.
Whenever a visitor is invited or signs in, Envoy automatically checks if they are on your block list. Only exact matches will trigger an alert to your team. This includes punctuation and the order of words; however, matching is not case sensitive.
Matching works slightly differently by field.
Full name and aliases. A visitor’s full name will be checked against the full names and aliases of people on your block list. Be sure to list nicknames or common misspellings of the blocked person’s name in the “Aliases” field.
|Full name: “Dr Harold O’Connell”||Full name: “Dr Harold O’Connell”||Yes|
|Full name: “Harry O’Connell”||Full name: “Harold O’Connell”
Alias: “Harry O’Connell”
|Full name: “Amy Jones”||Full name: “Amy-Louise Jones”||No - “Amy” and “Jones” aren’t in consecutive order|
|Full name: “Harold OConnell”||Full name: “Harold O’Connell”||No - Missing exact punctuation|
Email address and phone. A visitor’s email address and phone number will be checked against the email addresses and phone numbers, respectively, of people on your block list.
|Email: “[email protected]”||Email: “[email protected]”||Yes|
|Phone: “9876543210”||Phone: “987-654-3210” or “9876543210”||Yes for both|
Keywords. All information provided by a visitor will be checked against the keywords listed for people on your block list.
|Company: “Trinity Institute”||Keyword: “Baker Institute”||No|
|Company: “Institute”||Keyword: “Baker Institute”||No - The entire phrase is not present|
When a visitor matches someone on your block list, your team is alerted in a few ways.
All administrators will see alerts in the Invites and Visitor logs when an invited or signed in visitor matches to your block list, respectively. Global and Location Admin will see buttons to approve or deny entry to visitors, whereas all other administrators will see that the visitor is under review.
Administrators subscribed to block list alerts will receive alerts via email by default, and can also receive alerts through Slack and SMS. Each administrator can set their preferred notification methods under Profile > Notification settings. To receive alerts via Slack, the Slack integration must be enabled for your company. To receive alerts via SMS, administrators must have a phone number listed within their Profile, not just in the Employee Directory.
Administrators can see more information on the visitor and the person on your block who they matched by clicking “View details.” Here, you can see why the person was blocked and the exact information that matched, highlighted in yellow.
By default, a Global Admin can approve or deny visitors at any location, and a Location Admin can approve or deny matching visitors at their location. These administrators will not receive block list alerts outside of the dashboard unless they subscribe to block list alerts.
If you approve an invited visitor, they will receive an invitation email, if enabled, and sign in normally on the kiosk when they arrive.
If you deny an invited visitor, they will not receive an invitation email, if enabled. Their host will be notified that the invitation was canceled and that they can contact the administrator who denied the invite if they have questions
If you approve a signed-in visitor, Envoy prints the visitor’s badge and notifies the visitor’s host of their arrival.
If you deny a signed-in visitor, Envoy will not print a visitor badge or notify the visitor’s host of their arrival. We also recommend that you initiate security procedures to ensure the visitor does not enter.
You can see whether a visitor matched to your block list and if they were approved or denied by adding the block list column to your visitor log. Each visitor will have one of the following statuses.
Once an administrator approves or denies entry to a visitor, that administrator’s name will be listed within the invite details or visitor details, stating that they approved or denied access to the visitor.
On the Security page, under Block list, you will see a field for “Alerts”.
Start typing the administrator’s name, and select it when it appears.
« Note: Only Global, Location, and Front Desk Admin can receive block list alerts. Adding a Front Desk Admin will give them permission to approve and deny visitors who match to your block list. Learn more about admin roles and permissions. »