The University of Central Florida Health Sciences Campus in Lake Nona brings together the College of Medicine, College of Nursing, Burnett School of Biomedical Sciences, Lake Nona Cancer Center, and affiliated clinical sites across Orlando. Operating across multiple buildings and off-site clinics, the campus supports a continuous flow of students, researchers, clinicians, faculty, and visitors in a 24/7 academic medical environment.

With security operations spanning six different locations, the campus needed a more consistent and scalable way to manage visitor entry, package tracking, and operational visibility across buildings.

As the campus continued to grow, maintaining efficient workflows while supporting security and accountability became increasingly important.

Challenge: Managing visitors and packages across a distributed campus

As the Health Sciences Campus expanded across multiple buildings and affiliated clinics, managing visitors and package deliveries became increasingly complex. Each location operated independently, making it difficult for security teams to maintain consistent workflows and centralized visibility across campus operations.

Package delivery created one of the biggest operational challenges. Similar building addresses frequently caused deliveries to arrive at the wrong location, forcing security teams to manually coordinate communication between buildings to locate items and notify recipients.

Prior to Envoy, much of this coordination relied on manual communication and disconnected processes.

"Packages would be delivered to the wrong buildings because all the addresses are somewhat similar. We would send Teams messages that a package had arrived."

At the same time, visitor management processes varied between buildings, limiting the ability to maintain a unified view of who was on campus and where they were located. Manual visitor logs also created challenges for security teams responsible for monitoring activity across open-access buildings and research facilities.

One of the campus security requirements is that all visitors wear identification badges while on-site. However, paper-based sign-in processes made it harder to quickly identify visitors or confirm who was inside a building during an emergency.

“With the safety aspect of using Envoy for visitor management, it’s a lot easier to know who is in the building now versus when they used to sign in on a manual log where maybe you weren’t able to read a name."

Without centralized workflows and real-time visibility, security and operations teams were spending unnecessary time managing manual processes instead of focusing on higher-priority responsibilities across campus.

Solution: Standardizing visitor and package operations with Envoy

UCF Health Sciences Campus implemented Envoy to standardize visitor and package management workflows across all six locations, creating a more unified operational model for both security and administrative teams.

By centralizing visitor and delivery workflows into a single platform for secure campus operations, the campus improved visibility, reduced manual coordination, and created more consistent processes across buildings and clinics.

Visitors: Improving campus visibility and security workflows

With Envoy, the campus established a standardized visitor check-in process across locations, helping security teams better track who was entering buildings and where visitors were located throughout the day.

Visitors now receive printed badges with photo identification, making it easier for security personnel to quickly distinguish guests from students, faculty, and staff across campus buildings.

“Now you are able to look right at the badge. You have a picture of the person,” said Cindrich.

This visibility has become especially valuable for campus safety and emergency response procedures.

“And also with overseeing all emergency management aspects for our campus, if we have a fire alarm, we’re able to grab the iPad, walk outside with it, and say, ‘All right, these are all the visitors that are in the building. Let’s account for all of them.’”

The standardized visitor workflows also created consistency across security teams working across multiple locations.

“As of within the next month or so, every single building will be using Envoy for visitor and package management. You’re working at one building today, you work at one of the other buildings next week, it’s going to be the exact same thing no matter where you’re working.”

In high-traffic buildings like the College of Medicine and College of Nursing, this consistency has helped security teams better manage public visitor access while maintaining stronger visibility into campus activity.

Deliveries: Replacing manual coordination with automated package tracking

Envoy also helped the campus modernize package management workflows that were previously handled through manual communication and disconnected tracking processes.

Instead of relying on Teams messages and manual coordination between buildings, staff can now scan incoming deliveries into Envoy and instantly notify recipients when packages arrive.

This has been especially impactful in research environments where time-sensitive deliveries are critical to daily operations. Before Envoy, processing those deliveries required significant manual effort from security staff. Now, package workflows are significantly faster and easier to manage.

“Our biological sciences building gets a lot of packages because they have research labs there. On an average day, we get anywhere between 40 and 60 packages. Now it can be done in about 5 to 10 minutes with Envoy.”

The centralized system also provides stronger accountability and operational visibility across campus deliveries.

“When there’s issues on the backend—where was a package, who picked the package up—we can have answers in seconds versus going through logbooks."

Envoy has also improved package tracking for research teams and external partners operating within campus facilities. Security staff can quickly verify delivery history, pickup records, timestamps, and recipient information directly from the platform.

“We were able to quickly go into Envoy and say, well, here’s who picked it up, here’s the time, and here’s a screenshot of the person that picked up the package.”

This visibility has reduced confusion between buildings while helping security and operations teams resolve issues much faster than before.

Integrations that support efficient campus operations

UCF Health Sciences Campus integrated Envoy into existing operational workflows using iPads stationed across security desks and package pickup areas throughout campus buildings.

The mobile-friendly setup allows security teams to quickly scan deliveries, manage visitor check-ins, and maintain visibility across multiple buildings without adding operational complexity.

According to Cindrich, the simplicity of the system made onboarding easy for new team members.

“Over the past two months, we’ve had three new employees start, and honestly, it was about a 5 to 10 minute training session to get them up to speed on how to use Envoy.”

The flexibility of the platform has also allowed the campus to expand usage over time as operational needs evolved.

“Use of the Envoy system has expanded. Originally, we started it with the College of Medicine and the College of Biological Medical Sciences. After that, we expanded it to the Cancer Center as well as our two clinics.”

Results: Faster workflows, stronger visibility, and improved campus coordination

Since implementing Envoy, UCF Health Sciences Campus has significantly improved operational efficiency, visitor visibility, and package accountability across its distributed campus environment.

Security teams now have a more reliable and standardized system for understanding who is on campus, where visitors are located, and when deliveries are received or picked up. Operational visibility has also improved dramatically.

“We were able to beat our previous antiquated system where we’re able to do everything electronically now,” said Cindrich. It’s easier to find records and information for who was in the building, what time they came in, what time they left, and what time a package arrived and what time it was picked up.”

At the same time, automated workflows have reduced administrative burden on security teams and improved response times across high-volume buildings.

“The package is scanned in or the visitor signs in, a badge prints out, or an email goes right to the person saying that the package is ready for pickup.”

For the campus security team, the impact has extended beyond operational efficiency into broader safety and accountability improvements.

“If there is an issue, we’re able to use our security camera system, pull up the Envoy picture, and search for where they’re at."

As the Health Sciences Campus continues expanding Envoy across additional buildings and clinics, the university now has a scalable foundation for standardized visitor management, package tracking, and campus-wide operational visibility.