Hendrix College, a liberal arts college located in Conway, Arkansas, experiences a steady influx of packages and mail for both students and faculty. These recipients rely on the mail center at Hendrix College, managed by Brittany Hill, for timely notifications and dependable service. After encountering ongoing issues with their previous tracking system, Notifii, Hendrix College sought a more reliable solution and found it in Received Digital.
Challenge
Before transitioning to Received Digital, Hendrix College used Notifii to log and track incoming packages. However, Brittany explained that frequent glitches and logging errors created challenges that hindered efficient mailroom operations. Packages would sometimes not get recorded properly, or items that had already been picked up would still appear as unclaimed in the system. This resulted in inaccurate records and frustration for operators.
Additionally, Brittany noted that the older system required a time-intensive, manual process to log each package, increasing the daily workload. Given the high price of the software, it was not a cost-effective solution. It was clear that Hendrix College desired a solution that could provide more accurate tracking, improve operational speed, and reduce the possibility of errors.
Solution
During a tailored onboarding, the Received Digital team worked closely with Brittany, guiding her through the platform’s settings and features and helping her configure the system to Hendrix’s needs. This allowed for a smooth transition with personalized support. For example, getting the university’s students and faculty set up in the application to be able to receive their mail and packages was a breeze. Brittany explains,
The implementation process was so easy. I had a report pulled with all students in it and it was uploaded into the system for me.
This thorough onboarding approach not only saved Brittany and her team time but also ensured that they felt confident in navigating the platform’s features from day one.
Benefits
The introduction of Received Digital marked a significant improvement in the college mailroom’s operations. The process of receiving and logging mail and packages is now much more seamless and accurate. With Received Digital, mailroom operators simply capture images of the mail pieces and packages that come in. Then, Received Digital’s Auto-Assign feature automatically identifies the recipient’s name on the envelope or package label, eliminating the time-consuming logging process that had previously been an issue.
On top of recognizing the recipient name, Received Digital also recognizes and reads all barcodes on images of package labels. This is another feature that has been especially helpful for tracking inbound packages for Brittany and her team. On the topic of improving her daily operations, Brittany says,
Received Digital is so much better than our last logging software. It is a more fluid process…
The issue with inaccurate tracking has also been resolved for Brittany’s team. Received Digital reliably records every event that occurs for each and every item that is received. Her team has also taken advantage of Received Digital’s QR code feature for proof of pickup. This feature allows a mailroom operator to scan the recipient’s unique QR code as a method of proof that the item is going to the right person.
Not only is this completely touchless experience a bit faster than making the recipient sign their name, it’s also more secure, as it requires the user to be logged in to Received Digital with their username and password. When asked about feedback she’s received from recipients and mailroom staff about Received Digital, Brittany responded,
I have received a lot of feedback. The QR codes used for picking up mail and packages have been a huge hit and the fact that the new system keeps track of professors, department admins, and students’ chain of custody has been a huge hit also.
Recipients have also noted that they appreciate the application’s notification system, which now includes images of the items they’ve received.
Conclusion
By adopting Received Digital, Hendrix College has transformed its mailroom operations, addressing previous pain points and enhancing the recipient experience for students and faculty alike. With increased accuracy in tracking, a secure, user-friendly pickup process, and more insightful notifications, Received Digital has become an invaluable tool for Hendrix’s mailroom. Brittany and her team now have a reliable, efficient system that meets the demands of their daily workload while delivering an enhanced level of service to the Hendrix community.
About Received Digital
Received Digital has reimagined the inbound mail and package receiving process, bringing a new and modern application to mailrooms big and small. The core of Received Digital is the virtual mailbox for recipients, which creates an interactive platform between the mail center and its recipients. With image-based notifications and a proprietary machine learning algorithm to automatically assign items to recipients, the entire inbound mail and parcel management process is modernized for greater efficiency.
In an industry where innovation is not expected, Received Digital stands alone, innovating with a customer-first approach. Learn more about how it works here, or request a demo from one of our experts to see it in action!
