Helping companies stay compliant by enabling secure, scalable collection of employee vaccination proof.

Overview

As companies navigated reopening during the COVID-19 pandemic, proof of vaccination and testing became essential for workplace safety and compliance. I led the end-to-end design of Envoy’s vaccination, booster and test result upload experience—part of the broader Envoy Protect suite.

This included employee-facing flows for uploading health documents, admin dashboards for verification, and scalable policy settings across office locations. The feature helped customers meet legal requirements, streamline entry processes, and rebuild employee trust—ultimately contributing to Envoy’s growth and Series C fundraising milestone.

🦠 TL;DR

• Designed Envoy’s vaccination and COVID test upload flows to help companies meet compliance and reopen safely closely with CEO, PM and Eng in a quick turnaround time after vaccination was mandatory.

• Supported both employees and admins across web, kiosk and mobile.

• Was my 5th project in Envoy since joining.

• Became a key part of Envoy Protect, directly contributing to $111M Series C funding and broader product growth.

• Scanning and process all takes under 45 seconds for someone to scan and upload (front and back).
 

The context

In mid to late 2021, many companies were under pressure to reopen offices safely. Vaccination mandates and test tracking became a legal and logistical challenge for large numbers of employees and visitors. Existing tools (like spreadsheets) were fragile and inefficient.

Envoy saw an opportunity to help customers by making proof of vaccination and test results part of the check-in experience—secure, private, and fully integrated with Envoy’s existing workflows.

The problem

During the height of the pandemic, companies needed a way to track employee vaccination statuses. Manual spreadsheets were insecure and error-prone. Envoy aimed to solve this with a secure, legally-compliant, and easy-to-use solution — fast.

What I did

• Designed the admin experience to collect, review, and store vaccination documents securely
• Balanced legal/compliance requirements with ease of use for employees
• Worked closely with Legal and Sales to adapt requirements for various regions
• Created flows for self-attestation, document upload, and HR audit tools
• Designed templates that later influenced other document-verification flows
 

Goals

• Allow employees to self-report vaccination or test results

• Enable HR admins to collect, review, and manage documents securely

• Ensure compliance with local regulations

• Build trust and transparency into the experience
 

Design approach

• Partnered with Legal and Sales to scope requirements across U.S. and global offices

• Designed flows that supported both document upload and self-attestation

• Created a scalable admin dashboard for tracking, filtering, and HR audits

• Advocated for progressive disclosure to reduce friction for employees submitting sensitive info

• Reused and modularized components for future compliance products
 

M1 - Employees focus

Onboarding modals + Entry points to upload a vaccination document in web.

In the dashboard, admins can enable the setting to take vaccination documents which will ask employees to submit.

Employee directories show a new document section with different statuses in place.

Approval process for huge number of employees can be cumbersome, so I proposed the idea of a hidden carousel of approving and denying like a slot machine.

Mobile work was also happening at the same time, creating a systematic design to parity with web version.

M2 - Visitors and Boosters

Admins notification and approval method for visitors who need document review.

Visitors also use the same web view that employees do too, with copy tweaks. They open this flow by registering from the invite email they receive.

On mobile, employees can update their booster shots.

Admins can review visitor documents, in a new attached document section in the area below their invite page.

On web, employees also are reminded to update their documents.

For admins, they can control and reset approval status of submitted documents.

Enhancements around sorting in the set up page.

M3 - Test Results

Admins can enable test result documents with expiration setting, as well as allowing employees to skip them if they choose to when checking in on Envoy.

Invite and visitor logs gets updated with column fields and filters.

Admins can filter in employee directories and look at detailed document activity history.

Approval method for test results is similar to vaccination documents, which can also be reviewed and filtered separately on its own.

Employees submit their test results the same way.

Employees can submit and review test results the same way.

Mobile also lets employees to submit test results, alongisde with different notifications, edge cases and approvals when they're negative to come to the workplace.

M4 - Admin roles

Adding rows to the COVID documents matrix requires conversations with relevant teams.

Activity log also includes these changes.

I need to account for cases like this where no revieweres are assigned.

M5 - Schedule Limits

When logic is needed, admins get easy to pick options to which documents is required from employees. Employees also get reminded that their document isn't up to date so they can't schedule in to the workplace.

Employees also get reminders and notifications in different places of the mobile app entry points of scheduling, and selecting a desk.

When admins reserve a spot for employees, they also get blocked if the employee doesn't have an approved document. Sorry Jessica.

M6 - SCIM Sync

In cases where SCIM is synced, it mentions 3rd party tool.

Impact

• Became a top driver of new customer acquisition during the pandemic

• Deployed by 1,000+ companies within the first 3 months

• Helped hundreds of companies manage compliance without friction

• Played a key role in Envoy’s Series C fundraising story

• Reduced admin setup time by ~60% compared to manual collection processes
 

Reflection

This project taught me how to balance urgency with responsibility. We had to move fast during a global crisis while handling highly sensitive data. I learned how to collaborate closely with legal, eng, and support to deliver a solution that was flexible, scalable, and respectful of user privacy.

I would also play with AI next time if a project similar to this comes about where it automatically scans, or sorts documents. However, this project allowed many future document management projects at Envoy and a lot of new interactions and components were introduced here for a project that is quite new in the market and no others like it at that time.

Press

Introducing proof of vaccination and COVID test results for visitors - Envoy

Envoy Raises $111 Million After Pivoting During Pandemic – Business Insider

Workplace management platform Envoy nabs $111M to power the hybrid workforce - VentureBeat

Envoy Launches Vaccination Verification to Increase Safety and Confidence in the Workplace - BusinessWire