Envoy helps Box strengthen its workplace security
Box is a leading Cloud Content Management platform that enables organizations like GE and Nationwide to accelerate business processes, power workplace collaboration and protect their most valuable information, all while working with a best-of-breed enterprise IT stack. With six global offices and more than two-thousand employees, they’re focused on transparency, security, and putting their customers first. For this company though, enterprise clients aren’t their only customers — visitors and employees are too.
“We want to make sure we’re providing excellent customer service and blowing the minds of our customers, employees, and visitors,” says Alex Hokokian, Facilities Coordinator at Box.
Box houses sensitive content for some of the biggest companies in the world, so security is deeply embedded in their mission — to empower the world through collaboration — and they chose Envoy to help reach that goal.
“Enterprise security has a lot of challenges: people, property, and ideas”, says Lakshmi Hanspa, Chief Information Security Officer at Box. “From a C-suite perspective, it’s important to think about solutions that add to this layered defense, and Envoy does so perfectly.”
Keeping people, property, and ideas safe
Box’s collaborative and transparent culture means conversations, ideas, and sensitive information flow freely between people and teams at their offices. They wanted to protect their open culture while also adhering to the highest security standards, so they came to Envoy. “We want to be as frictionless as possible with our protection, but also want to be the best in class when it comes to security,” says Sepand Joorabchi, Director of Global Security and Safety at Box.
“Protecting our customers, employees, and property starts at the front door with how we welcome and greet all of our guests,” says Sepand, and Envoy is a critical part of that process. All visitors who arrive on-site are required to show ID and sign Box’s NDA before entering the space. “Once you check into the Envoy system, you’re asked for a driver’s license so we can make sure you are who you say you are,” notes Sepand.
Box is also able to flag visitors who need special supervision or who aren’t allowed on-site through Envoy’s watch and blocklist features. “There’s no expectation that our entire workplace services staff globally will know every individual who is no longer welcome inside of Box,” says Sepand. The watch and block lists help Box automatically flag potential security threats by comparing every visitor that comes in against any flagged names.
“When I look at Envoy, it gives me peace of mind knowing every guest who comes to our office has registered with our sign-in process, has acknowledged our NDA, and is wearing their visitor badge within our office space,” Sepand says.
Streamlining the sign-in and package delivery process
Aside from enhanced security measures, Envoy helps Box’s admin team save time. Through the Envoy dashboard, employees can see if their guests have arrived and what they look like, so they can walk right up to them and welcome them. “It’s very helpful for employees and less work for us to do at the front desk, not having to notify all these people all the time,” says Zoe Pennington, Receptionist at Box.
One of her favorite features is the ability to register groups, Zoe says. Since a group’s host has all of their names and emails, they can send them invites with the NDAs beforehand. This allows visitors to read and sign the documents before they arrive.
“When the guests get here, they just need to tap to sign in and Envoy automatically prints out their visitor badge. This cuts down sign-in time from 60 seconds to 10 seconds. With a large group, it makes a big difference,” says Zoe.
Another challenge Box faced before Envoy was dealing with inbound packages. The head office receives over 300 packages a week and up to 80 packages a day. With Envoy Deliveries, Zoe and her team were able to create a more efficient process that frees up admin time and prevents packages from piling up.
Once a package arrives, it’s brought to the mailroom where it can be scanned and tracked into the Envoy system. Once scanned, Envoy lets employees know when and where they can pick up their packages. “Our system is connected to Slack and sends a message to employees that they have a package waiting, with a photo of the package so they can see if it’s something they’re expecting and who sent it before they accept it,” says Sepand.