The challenges‍

For Xactly, the security of each of their global locations has always been a top priority. However, when Mark Campbell joined as Vice president of IT, procurement, and facilities, he recognized that keeping their offices secure—while imperative—wasn’t the only area of the workplace the company needed to tackle. 

Being overcharged on use tax 

Xactly’s HRIS system was tied to the number of people assigned to an office, not the number of people who actually came onsite each week. “We have about 100 employees tied to the Denver office,” explains Campbell. “While only a portion of those employees come into the office on a given day, we were still being taxed as though all of them came in every single day.” 

Inefficient use of space and real estate spend 

Before Campbell started at Xactly, no one was in charge of understanding their space usage. They didn’t have insight into how full their offices were or which types of spaces their employees preferred. As a result, they weren’t able to optimize their space, workplace operations, or real estate costs. 

Too many physical security tools

While Xactly wanted to ensure the security of their offices remained tight, the number of tools and point solutions the company accumulated was far from ideal. Campbell knew that reducing the company’s tech stack would decrease the risk of a security breach while also reducing costs. The question was, how would they go about doing that?

The solution

To address these challenges, Campbell sought to use Envoy—which they’ve trusted to help keep their offices secure since 2013—in new and creative ways. Take a look at why Envoy is critical in helping Xactly reduce their workplace costs while also keeping their physical security tight.

Reduced software use tax at their Denver office

Having access to accurate, real-time occupancy data in Envoy has enabled Xactly to save on workplace costs in a unique way: reducing their software use tax.

“We built an integration with LenelS2 to get accurate data on who’s coming into the office. Before, employees used their badge to enter the office, which is locked by default. Now, their badge access is only unlocked once they’ve signed into Envoy,” says Campbell. 

Since employees must sign into Envoy in order to gain access to the workplace, Xactly can prove that only those who are accounted for in Envoy are onsite each day. Now, instead of paying a use tax based on the number of employees tied to their Denver office, they only pay for how many employees actually show up.

Equipped to make smarter, data-driven real estate decisions 

Campbell leverages attendance and space usage data in Envoy to make informed, cost-saving decisions about Xactly’s real estate. “Using Envoy, we can compare how much we’re spending in rent to how many people go into an office to determine whether we have the right amount of space.” 

Armed with accurate data, Campbell can keep an eye on employee attendance and share his insights with his leadership team. “I pull a report on a quarterly basis and present it to our senior staff so they understand our space usage across the globe,” says Campbell. “We’re always trying to bring costs down and use our workplace data to make better decisions. Envoy helps us do that.” 

Reduced security tech debt and a better employee experience

Xactly also leverages Envoy as an additional way to authenticate employees who enter the workplace. “The integrations available through Envoy’s open API are fantastic. We built one with LenelS2 that requires employees to sign into Envoy to gain access to the office,” says Campbell. 

If a bad actor were to get hold of an access badge, their access would be declined because they did not sign into Envoy. With the ability to fortify their physical security using Envoy, Xactly is able to reduce their security tech debt, saving on costs. Plus, by streamlining their workplace tech stack into an easy-to-use unified platform, they’re able to provide a better employee experience.

What’s next

Ten years on and the company continues to leverage Envoy Visitors to provide a top tier experience for their guests while safeguarding each of their workplace locations.

As for their employees, Xactly is rolling out an in-office policy that requires employees to be onsite three days each week to drive more collaboration, in-person benefits, and to ensure they're getting the most out of their real estate investments. Campbell plans to continue to utilize Envoy to support his team's space and resource planning, and ensure their offices provide the most value to their employees.