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Spaces & devices

Visitor sign-in and host notification automation

Visitor arrival automation starts when someone signs in at reception. It messages their host in Microsoft Teams, plays a gentle chime in the office and prints a badge, so the visitor is met rather than left waiting.

An example of how the studio would build it. No live services are connected.

From a sign-in at reception to a host on their way.

  1. Step 01

    Visitor signed in

    The visitor signs in with Envoy at reception and chooses who they’re here to see.

  2. Step 02

    Host matched

    Match the chosen host to their Microsoft 365 account, with a backup contact if they’re away.

  3. Step 03

    Host messaged

    Send the host a Teams message with the visitor’s name, company and arrival time.

  4. Step 04

    Chime played

    Play a short, gentle chime on the office Sonos speaker, within working hours and at a set volume.

  5. Step 05

    Badge printed

    Print the visitor’s badge with their name, host and date, ready to hand over at the desk.

The result

Nobody waits awkwardly in reception.

The chime never says who has arrived, and plays only during working hours. If the host doesn’t acknowledge the message within a few minutes, a backup contact is told.

Before we connect it.

Where this is useful

Useful for offices and studios without a full-time receptionist, where visitors can arrive to an empty desk. A sensible first version uses Envoy’s own host notifications and badge printing where they fit, then adds the chime and a backup contact.

What we need to connect

  1. 01Envoy sign-in events with the visitor, the chosen host and the location.
  2. 02Microsoft Teams access to message hosts, and a backup contact for each team.
  3. 03A Sonos speaker on the office network, with a chime sound, a volume limit and quiet hours.

What needs careful handling

Visitor details are personal data, so share only what the host needs and keep sign-in records no longer than your policy allows. The chime should be generic and never announce a name in a shared space. Hosts can be in meetings or away, so set a short wait before the backup contact is told, and make sure a double tap on the sign-in screen can’t print two badges.

Questions people ask.

Doesn’t Envoy already do some of this?

Yes. Envoy has its own host notifications and badge printing, depending on your plan and setup. We would use those where they work well and connect only what they don’t cover, such as the office chime or a backup contact rule.

What if the speaker is already playing music?

On speakers that support it, a short notification clip can play over the music and then let it carry on. Otherwise the chime can use a dedicated speaker, or be left out for that space.

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