Envoy

The typical implementation process for Envoy software involves several key steps to ensure a smooth deployment and integration into the workplace.

1. Initial Setup and Configuration:
   • Account Creation: Begin by creating an Envoy account and configuring the basic settings to align with your organizational needs.
   • Integration with Existing Systems: Connect Envoy with your existing tools and systems such as Slack, Microsoft Teams, Google Workspace, and other workplace applications to ensure seamless integration.
2. Customization:
   • Visitor Management Customization: Customize the visitor sign-in flow, badges, and welcome screen to match your brand and security requirements. This can include adding custom CSS for badges, setting up multiple languages, and configuring touchless sign-in options.
   • Workplace Management Customization: Set up desk and room booking configurations, delivery management settings, and occupancy analytics to optimize space usage and employee experience.
3. Training and Onboarding:
   • Admin Training: Conduct training sessions for administrators to familiarize them with the Envoy dashboard and management tools.
   • Employee Onboarding: Provide resources and training for employees to ensure they understand how to use the new system for booking desks, rooms, and managing deliveries.
4. Testing and Feedback:
   • Pilot Testing: Implement a pilot phase to test the system with a small group of users, gather feedback, and make necessary adjustments.
   • Feedback Loop: Continuously collect feedback from users during the initial rollout to identify any issues and improve the system accordingly.
5. Full Deployment:
   • Rollout: Once the system is fine-tuned, proceed with the full deployment across the organization.
   • Support and Maintenance: Provide ongoing support and maintenance to address any issues and ensure the system remains up-to-date and functional.

The entire implementation process typically takes a few weeks, depending on the size of the organization and the complexity of the customizations required.

Envoy software can be highly customized to fit specific business needs. Here are some key customization options:

• Visitor Management:
  • Custom CSS for Badges: Modify badge designs, including font, size, and layout, using custom CSS to match your branding.
  • Welcome Screen: Customize the welcome screen with your logo, background images, multiple languages, and touchless sign-in options.
  • Sign-In Flow: Tailor the visitor sign-in flow to include specific fields, legal document signing, and host notifications.
• Workplace Management:
  • Desk and Room Booking: Configure booking rules, availability, and notifications to suit your workplace policies and hybrid work model.
  • Delivery Management: Set up delivery notifications and designate specific employees to handle deliveries, ensuring efficient package management.
  • Occupancy Analytics: Use data insights to customize space usage and optimize office layout based on real-time occupancy data.
• Integration with Other Tools: Envoy integrates with over 100 applications, allowing you to connect it with tools you already use, such as Slack, Microsoft Teams, Google Drive, and DocuSign, to automate workflows and enhance productivity.

Setup Fees: There may be initial setup fees depending on the complexity of the deployment and specific business needs.

Maintenance and Support Charges: Ongoing maintenance and support can incur additional charges, especially if custom support or premium features are required.

Custom Pricing: For workplaces with complex security, compliance, or integration needs, Envoy offers custom pricing plans that need to be quoted by their sales team.

Hardware Costs: While the software is cloud-based, businesses may need to purchase compatible hardware like iPads and badge printers to use certain Envoy features.

Envoy provides comprehensive training and support resources for new users:

Learning Academy: Over 30 learning videos covering various aspects of setting up and managing the Envoy account.

Dedicated Support Team: Envoy has a Customer Experience team available by phone, email, or chat during business hours to answer non-legal questions, provide training, and account overviews, and coordinate onboarding.

Envoy Fundamentals Course: A free 8-module course with video lessons, labs, and quizzes to learn Envoy Proxy easily. Provides a certificate upon completion.

Documentation and Templates: Envoy offers help documentation, case studies, and email templates to introduce new Envoy features to employees.

Onsite Support: Onsite support may be available at an extra cost for complex deployments.

Envoy is a secure platform that uses HTTPS for data encryption between the iPad app, dashboard, and servers. It also uses AWS RDS encrypted databases and AWS S3 Server-side Encryption at rest. Envoy operates on AWS's secure infrastructure, with data stored in Virginia and Oregon. CloudFlare's advanced DDoS protection is used to protect against denial-of-service attacks. Access control is managed through role-based administration, with user authentication via username and password or SAML-based single sign-on. Envoy has strict privacy policies, ensuring sensitive customer data privacy. Visitors' information is kept confidential, unlike paper guest books, and only displayed when necessary. Additional security features include multi-factor authentication and single sign-on, and regular independent security testing and certifications like SOC 2 Type II and ISO 27001:2022 ensure compliance with high security standards.

Envoy releases updates regularly to ensure the platform remains secure and up-to-date with the latest features:

Software Upgradability:

Envoy's software-defined architecture allows for easy downloading and upgrading of new capabilities through software updates, ensuring the platform is future-proof.

Regular Releases:

Envoy continuously supports its platform with regular software releases that include newly added features and system capabilities. This approach helps the platform adapt to evolving user needs at minimal cost.

Management of Updates:

Updates are managed through a structured process that includes testing and validation to ensure they do not disrupt existing functionalities. This ensures that new features and security enhancements are seamlessly integrated into the platform.

Data Ownership:

Customer Data: Envoy's privacy policy states that the data collected through their services is owned by the customer (the entity that signs up to use Envoy's products). This includes data collected from employees and visitors.

Retention and Deletion: Customers have control over the retention and deletion of their data. Envoy allows customers to manage retention settings and can purge data upon explicit request. By default, visitor responses are stored, but companies on Premium and Enterprise plans can choose to save or purge responses based on their needs.

Data Portability:

Access and Export: Customers can request to access and export their data. Envoy provides mechanisms for customers to retrieve their data, ensuring that they can move it to other systems if needed.

Compliance with Regulations: Envoy supports compliance with data protection regulations such as GDPR, which includes provisions for data portability. This means that customers can request their data in a structured, commonly used, and machine-readable format.

Scalability:

Workspace and Resource Management: Envoy provides tools to scale workspaces, staff, and resources like food orders based on foot traffic and space usage trends. This helps businesses optimize costs and productivity by adjusting to real-time needs.

Flexible Plans: Envoy offers different subscription plans (Standard, Premium, Enterprise) that cater to varying levels of usage and feature requirements. Businesses can upgrade or downgrade their plans as their needs change.

Dynamic Adjustments:

Real-Time Data: Envoy's platform includes analytics to track space utilization, visitor foot traffic, and attendance. This data helps businesses make informed decisions about scaling their operations.

Automated Processes: Features like automated visitor management and space booking help streamline operations, making it easier to adjust to changes in demand without manual intervention.

Renewal Terms

Envoy's contract renewal terms are outlined in their Terms of Service. Here are the key points:

• Automatic Renewal: Contracts are set to automatically renew at the end of each term unless either party provides a termination notice at least 30 days prior to the end of the current term.
• Payment Terms: Fees for renewal terms are due 30 days from the effective date of the renewal.
• Discounts: Envoy offers discounts for long-term commitments and volume purchases. For example, a 25% discount is available with a 12-month extension.

Cancellation Terms

The cancellation terms for Envoy are as follows:

• Notice Period: Either party can terminate the agreement by providing a written notice at least 30 days before the end of the current term.
• Termination for Cause: Either party may terminate the agreement for cause with a 30-day written notice if there is a material breach that remains uncured. Immediate termination is possible if the other party becomes subject to bankruptcy or similar proceedings.
• Non-Refundable Payments: Upon execution of the agreement, payment obligations are non-cancelable, and all payments made are non-refundable. This applies to both monthly and yearly subscriptions.
• Post-Termination Obligations: Within 30 days after termination, the customer must certify in writing that all copies of the services, updates, and documentation have been destroyed or returned to Envoy.

Envoy adheres to several key compliance standards to ensure data protection and security:

• GDPR (General Data Protection Regulation): Envoy complies with GDPR, ensuring that it handles customer data responsibly and maintains privacy standards.
• SOC2 (Service Organization Control 2): This standard ensures that Envoy manages customer data securely to protect the interests of the organization and the privacy of its clients.
• ISO27001: Envoy is compliant with ISO27001, which is an international standard for information security management systems.
• Multi-Factor Authentication (MFA) and Single Sign-On (SSO): These security measures enhance the security of user access, ensuring that only authorized individuals can access the system.