About Sign-in flows
When a visitor signs in using Visitors, they’ll go through your customized sign-in flow. The sign-in flow is more than just collecting a visitor’s name and sign-in time. It can include multiple different steps that allow you to collect the detailed visitor information you need.
How the sign-in flow works
The sign-in flow begins when your visitor taps the “Tap to sign in” button on your iPad’s welcome screen or when they are invited by an employee. After that, they’ll be guided through the series of steps that allow them to sign in. Depending on your Visitors plan, you can add different “steps” or features to your sign-in flow.
On the Basic and Standard plans, you can set up and customize a single sign-in flow. This means that all of your visitors will go through the same steps during the sign-in process.
However, on Premium and Enterprise plans, you can set up multiple visitor types. Each visitor type can have a separate sign-in flow. This way, you can customize the information you collect based on a guest’s Visitor type. Learn more about visitor types.
Benefits of the sign-in flow
The sign-in flow automatically guides visitors to the next step, so it’s easy to use.
It’s an all-in-one solution, so it can replace your logbook, camera, scanner, and more.
Steps of the sign-in flow
Below, read more about the different steps that can be added to the sign-in flow.
Tap to sign in
The “Scan/Tap to sign in” button appears on your iPad’s welcome screen. Visitors tap this button to start the sign-in flow.
Full name and QR code
Visitors are prompted to enter their full name first. The kiosk will automatically recognize the names of people who are expected to visit that day or have signed in on a previous visit. The kiosk will then fill in any information the visitor or their host has already provided, so they can sign in faster.
Available on Envoy Premium & Enterprise Plans
Visitors who register before their visit will receive a QR code that they can scan on your kiosk to sign in. To scan their code, visitors will tap on the round button below the “Full name” field. To sign, they will hold their QR code in view of the iPad’s camera.
Visitor type screen
Available on Envoy Premium & Enterprise Plans
If your location has multiple visitor types, the visitor will see a screen asking them what kind of visit they’re here for. This screen lists each of your visitor types, and the visitor will tap the one appropriate for their visit. Depending on the visitor type they select, they’ll proceed with that specific sign-in flow.
Tip: Remember, if you're on our Basic or Standard plan, your visitors will not see this step. All visitors will sign in using the same sign-in flow.
Sign-in fields
During this step, your visitors will fill out the sign-in fields you’ve set up. Common fields include email address and/or phone number, host, and company name. Learn more about sign-in fields.
Important note: If you set up a sign-in field, your visitor will automatically be approved unless you add a Rule to the Field.
Legal documents
Available on Envoy Standard, Premium & Enterprise Plans
This optional step allows you to collect a visitor’s signature on one or more legal documents, like a non-disclosure agreement (NDA), waiver, photo release, safety agreement, or video. If you choose to enable legal document signing, you can fully customize the settings to meet your needs. Learn more about legal document signing.
Visitor photo
Available on Envoy Premium & Enterprise Plans
This optional step allows you to capture a photo of your visitors using the iPad’s front-facing camera. Having visitor photos can help you identify your guest when you greet them in the lobby, and it can also provide an additional layer of security in the event of an emergency or evacuation. Learn more about visitor photos.
Final screen
This optional step allows you to show additional information to your visitor at the end of the sign-in flow. You can show text, an image, or a video. Learn more about the final screen.
Badge printing
Available on Envoy Standard, Premium & Enterprise Plans
Although the iPad portion of the sign-in flow ends with the final screen, badge printing is also considered part of the sign-in flow. If badge printing is enabled, the visitor’s badge will automatically print once they reach the final screen on the iPad. Learn more about badges.
FAQ
If you do not make your Field required and add a Rule within your Sign-in flows, then visitors will automatically be approved for their visit. Visitors can then bypass the registration because no true restrictions have been put in place and the visitor log will automatically show the Entry Status for your visitor as Approved instead of Pending.
For example, if you want to require a health check and potentially deny entry to visitors that are sick, you will need to not only add a required health check question as a field to your sign-in flow but you will also have to add a rule to that field to either deny entry or notify an admin, etc.
Read our articles to learn more about Rules, Fields, or sign-in flows.
Adding fields
Note: If you have multiple visitor types, you'll configure this setting per visitor type.
Select the visitor type you wish to edit.
Select Sign-in fields from the top navigation.
Click “Add field” dropdown.
Phone will create a phone number field
Text field will create an open-ended question.
Dropdown will allow you to present your visitors with preset answers.
Input answers one by one or click add multiple options at once to paste in a long list of options.
Click “Save fields.”
Renaming fields
Select the visitor type you wish to edit.
Select Sign-in fields from the top navigation.
Edit the name of the field by clicking into the text entry box.
Setting up conditional fields
Available on our Premium & Enterprise plans
You will need to add a drop-down item to your sign-in flow.
Once you add the options to your drop-down item you can click the ellipsis (...) next to the answer and select add drop-down or add text field.
You can add an infinite number of secondary fields by continuing the steps above.
On the iPad, the questions are hidden until the original question is answered.
Changing the order of fields
Drag and drop fields to change their order.
Setting up hidden sign-in fields
This feature allows you to edit which fields are visible to your guests and employees, allowing you the ability to store data in hidden fields. You can choose between making fields viewable to everyone, just admins and employees, or just admins.
You can use this feature to create great experiences for visitors by letting your workplace team know their requirements before they arrive onsite. Is this an interview? - have the right room set up with everything they need. Are they staying for lunch? - make sure their dietary requirements are catered for. Is this guest a VIP? - let your team know to roll out the red carpet when they arrive!
Configure who can see which fields
Note: If you have multiple visitor types, you'll configure this setting per visitor type.
Select the visitor type you wish to edit.
Select Sign-in fields from the top navigation.
Click on 'Field Options'
You'll see the option to set who can see which fields you have configured for that sign-in flow. There are 3 options available:
Admins only (every field is viewable to location & global admins by default)
Admins & employees
Everyone - visitors, employees & admins can all view the field
Click Save
Data privacy options
Available on Premium and Enterprise only.
Note: If you have multiple sign-in fields you will have to hit edit on the specific flow you want to add data privacy options to.
Navigate down to Response options located next to "Add field"
Choose whether you want to
Save all responses
Discard all responses
Manage by field
If you choose Manage by field you will need to change each question you want to keep or discard to the proper setting.
Note: Any field set to discard will not be viewable by the admin team at all. Envoy will not store the responses.
What does this look like on the visitor log?
What does this look like in a Visitor entry?
Deleting fields
Select the visitor type you wish to edit.
Select Sign-in fields from the top navigation.
Choose the desired field.
Click the garbage can icon beside the field.
Save your sign-in flow to confirm the deletion.
If there is no delete icon, this field has been added because a feature is enabled. Look at the field label to see the feature that requires the field.
FAQ
Our Your phone number field will automatically add a country code based on the region your iPad is set to. If a visitor is from another country, they can erase the automatically added country code and type their own.
Our Your email address field is also used by Returning visitors, so if that feature is turned on you will not be able to delete the email field.
The Full name, Your email address, and Your phone number fields cannot be renamed.
If you do not make your Field required and add a Rule within your Sign-in flows, then visitors will automatically be approved for their visit. Visitors can then bypass the registration because no true restrictions have been put in place and the visitor log will automatically show the Entry Status for your visitor as Approved instead of Pending.
For example, if you want to require a health check and potentially deny entry to visitors that are sick, you will need to not only add a required health check question as a field to your sign-in flow but you will also have to add a rule to that field to either deny entry or notify an admin, etc.
Read our articles to learn more about Rules, Fields or sign-in flows.