How to create invites

In this article

This article outlines how to create invites using the pre-registration features.

Creating a single invite

  1. Go to Visitors > Invites.
  2. Click “New invite.”
  3. Fill in the form. Fields with a red dot are required to create the invite.
  4. Optional: Leave a private note. This will be visible to Envoy administrators but not the visitor.
  5. Optional: Check the Send an invitation and calendar invite to the visitor box to send a pre-registration email.
  6. Click “Invite.”

You can edit existing invites, too. Just go to Visitors > Invites, double click the invite you’d like to edit, and make change as needed.

Creating multiple invites at once

  1. Go to Visitors > Invites.
  2. Click “New invite.” You’ll be taken to the invite form.
  3. Select Bulk create invites from at the top navigation.
  4. Select the correct location and visitor type.
  5. You can either type in or paste the invite details in the grid below.
    • Tip: If you prefer to manually enter the information instead of pasting, note that the Arrival date column has a date picker, and the Host column will search your employee directory.
  6. Click “Create invites.”

Note: Any invites without errors will be created and accessible on your Invites > Dashboard. If any fields contain errors, you’ll be able to view the error, adjust the invite, and resubmit. 

Creating invites on Passport

Passport for iPhone

  1. Open Envoy Passport on your phone.
  2. Go to the Visitors tab at the bottom and the Invites tab at the top.
  3. Tap “New invite.”
  4. Fill in the invite form and tap “Next.”
  5. On the confirm invite screen, tap “Confirm” to create the invite.

Passport for Android

  1. Open Envoy Passport on your phone.
  2. Go to the Visitors tab at the bottom and the Invites tab at the top.
  3. Tap the plus sign (+).
  4. Fill in the invite form, and tap the check mark (✓) in the top right.
  5. On the confirm invite screen, tap the check mark to invite the visitor.

Creating invites from your calendar

Available on Premium and Enterprise plans

You can create invites from any work calendar, like Google Calendar, Outlook and more. Your calendar must be associated with the email address listed in the Envoy employee directory; i.e., create the calendar event on your work calendar.

Using Google Calendar

Step 1: Create calendar event

  1. Open your calendar that’s associated with your work email.
  2. Create an event as you normally would—schedule the date, time, event name, etc.
  3. Add your attendees. You can have a mix of attendees from within and outside of your organization.
  4. Add [email protected] as an attendee.
  5. Click “Save” to create the event.
  6. When prompted, choose to send invitations to your attendees.

Step 2: Create Envoy invites for event attendees

  1. Check your inbox. You’ll have an email from Envoy. Click “Create Envoy invites.” A new browser window will open.
  2. Fill in the form. Double check you’re creating invites for the correct location and visitor type.
  3. To create an invite for a visitor, turn the toggle on their row to the “on” position.
  4. Optional: Check the Send an invitation and calendar invite to the visitor box to send a pre-registration email.
  5. Click “Add.”

Attendees within your organization will appear “off” by default, since Envoy “assumes” they do not need an invite.

Using Outlook Calendar

Step 1: Create calendar event

  1. Open your calendar that’s associated with your work email.
  2. Create an event as you normally would—schedule the date, time, event name, etc.
  3. Add your attendees. You can have a mix of attendees from within and outside of your organization.
  4. Add [email protected] as an attendee.
  5. Ensure that the Request responses box is checked.
  6. Click “Send.”

Step 2: Create Envoy invites for event attendees

  1. Check your inbox. You’ll have an email from Envoy. Click “Create Envoy invites.” A new browser window will open.
  2. Fill in the form. Double check you’re creating invites for the correct location and visitor type.
  3. To create an invite for a visitor, turn the toggle on their row to the “on” position.
  4. Optional: Check the Send an invitation and calendar invite to the visitor box to send a pre-registration email.
  5. Click “Add.”

Attendees within your organization will appear “off” by default, since Envoy “assumes” they do not need an invite.

Editing calendar events & invites

  • Adding event attendees:
    • If you need to add someone to an existing event, just add them to your calendar event. Then, you must make an additional edit. We recommend making a small change to the description such as adding a space to the event description.
  • Change event time or date:
    • Invites will not automatically update within Envoy to reflect time or date changes made on your calendar.
    • If you need to edit the time or date on your Envoy invite, you must do so from your dashboard or the Envoy Passport mobile app.
  • Delete event or attendees:
    • Invites will not be automatically deleted from Envoy. If you’d like to remove them, you must do so manually.