YIT Headquarters
Parcels, borrowed keys, marketing materials. 800 employees. FP Trax gives YIT a single system for everything that moves through its Helsinki mailroom.
Project information
YIT runs the mailroom and lobby services for 800 employees and every company sharing its Helsinki headquarters. Before FP Trax, every incoming parcel meant a phone call or a written note, and every borrowed key left the building with no digital record. FP Trax changed both.
At a glance
- No dedicated system for receiving and logging inbound deliveries
- Staff time spent on manual notation and direct calls to notify each recipient
- Borrowed keys and marketing materials managed without a digital record
- Recipients unaware a parcel had arrived until the mailroom contacted them
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Barcode scan at arrival: every delivery registered instantly with a timestamped digital record
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Automatic email notification sent to the recipient the moment their parcel is logged
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Electronic signature captured at collection: full chain of custody confirmed in the system
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Asset management module tracks borrowed keys and materials in the same familiar platform
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Staff time recovered: barcode scanning and automatic notifications replace all manual steps
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Every delivery traceable from arrival to collection with a full digital record
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Borrowed assets tracked and returned: keys and materials logged in the same system
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Electronic signatures confirm collection and close the record on every delivery
"The system has improved both our mail-handling efficiency and our customer service. Registering an item as received with its barcode and using the system’s automatic email notifications saves our staff a significant amount of time.”
"Working with a single system to manage assets and incoming parcels is a clear advantage for us thanks to its smooth and intuitive user interface.”
“A quick and straightforward system implementation was also a positive experience.”
Challenges
YIT is one of Finland's leading construction and property companies, with its central operations managed from a headquarters building in Helsinki. The mailroom and lobby services at that building handle inbound post, parcels and other deliveries for around 800 YIT employees as well as companies sharing the premises. Everything arriving at the building passes through a single service point run by a small dedicated team.
Before FP Trax, the process depended entirely on the team writing things down. When a parcel arrived, staff noted the details by hand or through an internal message, then contacted the recipient individually by phone or email to let them know their delivery was waiting. The volume of inbound items meant this approach consumed a substantial share of the team's working day.
The challenge extended beyond standard parcel deliveries. YIT's service team also managed a pool of borrowed assets: keys that needed to move between employees and marketing materials loaned for external use. Without a system to record who had taken what and when, the team tracked returns through paper lists and personal memory.
For YIT, the combined overhead of manual parcel handling and untracked asset lending was a clear operational gap. Time that could have been spent on service was spent on administration. A solution was needed that could take over both functions and allow the team to focus on the people it served rather than the paperwork.
FP Trax solution
YIT selected FP Trax and deployed it across the mailroom and lobby services at its Helsinki headquarters. The implementation was fast and caused minimal disruption to the team's daily schedule. From the first day, every incoming delivery followed a new process: the service team scans the barcode at arrival, FP Trax creates a timestamped record, and an automatic email notification goes to the recipient without any further action from the team.
The automatic notification removed the most demanding part of the old process. Staff no longer needed to pick up the phone or send individual messages to let recipients know their parcel had arrived. The moment a delivery is scanned, the recipient knows. Collection happens when it suits the individual rather than when the mailroom can reach them.
FP Trax also enabled YIT to capture a digital signature at the point of collection. When a recipient picks up their parcel, they sign through the system. The signature is recorded and attached to the original arrival entry, creating a complete record from the moment a delivery enters the building to the moment it is handed over.
After running FP Trax for parcel management, YIT extended the system to cover its borrowed asset operation. Keys and marketing materials are now logged through the same platform the team already uses every day. The familiar interface required no additional training. YIT now manages inbound deliveries and asset lending from a single system.
Results with FP Trax
Since implementing FP Trax, the service team at YIT's Helsinki headquarters has recovered the time it previously spent on manual notation and direct notification. Scanning a barcode at arrival and letting FP Trax send the email to the recipient has removed the most repetitive steps from the team's workload. The team now focuses on service rather than administration.
Recipients receive an email the moment their parcel is registered. There is no delay while the mailroom tracks them down. Employees collect when it is convenient for them, and the service team maintains a complete digital log of every item received and every collection confirmed.
The introduction of electronic signatures has added a layer of accountability that was not possible before. Every collection is confirmed in the system with a signature at the point of handover. If a question arises about whether a parcel was received, or who collected it, the answer is in FP Trax without any need for manual checking.
Extending FP Trax to cover borrowed assets brought a second operational area under the same digital control. Keys and marketing materials that previously moved with no formal record are now logged and tracked. The unified interface meant the team could manage the new function without additional training, and YIT now operates both services from a single platform.
