For XERO, a company that provides online accounting software for small businesses, first impressions mean everything. Whether it’s a visitor, vendor, or potential hire, Xero aims to create a warm and welcoming environment for every person from the moment they walk in the door.

To assist Xero to create the right environment, “first impressions coordinators” were established at some of its global offices. The person in this role in each office is responsible for everything from managing the front desk, to coordinating lunches for employees, to making sure packages reach their owners.

Kyle de Golia, first impressions coordinator for the Denver, CO office, is one of those key people. He says that before Envoy, there was no automated system for welcoming guests and notifying a host that their visitor had arrived. Guests checked in via pen and paper that was on the desk, and if Kyle stepped away from his desk, visitors had to wait until he was able to get back to his desk to sign in. This wasn’t the first impression Xero wanted its guests to have and didn’t provide a clear view of who was on site at any given time.

“It was quite chaotic,” says Kyle, of jumping between welcoming visitors at the front desk to juggling anything and everything happening behind the scenes at the office.

A secure, seamless sign-in experience

Back at Xero’s Wellington, New Zealand office, where they were consolidating three buildings to create the company’s headquarters, the team was looking for a visitor management solution. Now that more people would be coming in and out of a single building, the team wanted a way to see who was on-site, when, and why. Also looking for a solution, Carrie Miners, Xero’s Projects and Workflow Coordinator based at Xero’s Wellington office, did a quick Google search and came across Envoy.

“We did a trial with Envoy, and it worked quite well right away,” says Carrie. “We started with just the visitor management product and printing name badges, and then added deliveries as well.”

After using Envoy at Xero’s Wellington office and seeing how secure and easy it made the visitor experience, Miners helped the other members of her facilities team roll it out at respective offices around the globe.

Reliable and always available for visitors

For Kyle back in Denver, Envoy made a huge difference right away. He estimates that within a week of using Envoy, he was getting hours back in his day because Envoy welcomes visitors, notifies hosts of their guests, and messages the recipients of recently-delivered packages.

“Envoy is this digital friend I get to hang out with every day,” says Kyle. “It’s one thing to have a teammate, it’s another thing to have a reliable teammate. That’s Envoy.”

Xero now relies on Envoy to keep track of all the visitors, vendors, and packages that come through its front door. With a complete view of who’s on-site, and by taking advantage of Envoy Visitors’ NDA signing feature, Xero can rest easy knowing its space and the people and ideas inside are safe.

‍