Mailroom Management

Digital handling of incoming mail and parcels for businesses

July 9, 2025

Efficient mail and parcel handling

Make handling your company's incoming mail and parcels fast, simple, and digital.

With Mailroom Management, departments that handle mail and parcels no longer have to deal with manual registration, long waiting times, and uncollected parcels. Employees automatically receive a notification when their mail or parcel has been registered and is ready for collection – quickly, securely, and in compliance with GDPR.

Simplifies and automates workflows

BmyGuest Mailroom Management is a cloud-based and GDPR-compliant solution for efficient management of your company's incoming mail and parcels.

Employees gain access to a system that simplifies and automates the often time-consuming manual tasks involved in handling incoming mail and parcels in the company. Registration is hassle-free, and employees and/or departments are automatically notified by email as soon as the parcel has been registered.

BmyGuest Mailroom Management integrates with Microsoft Entra ID (Microsoft Azure Active Directory) and Google Workspace, ensuring an accurate and up-to-date list of employees who can receive and collect mail and packages.

Benefits of BmyGuest Mailroom Management

Cloud-based and maintenance-free solution
Quick setup – get started in 20 minutes
Digital solution that saves administration time with automatic notifications and reminders.
Automatically updated employee list ensures correct delivery.
GDPR compliant and data is stored on servers in the EU.

The solution can be integrated with our BmyGuest Visitor Management and BmyGuest Lend & Lease Management solutions, giving the reception desk a complete overview.

How Mailroom Management works

1. The package is received

For example, at the reception or goods reception.

2. Open Mailroom Management

Open BmyGuest Mailroom Management in your web browser on your PC or phone.

3. The package is registered

The recipient of the package is selected from the drop-down list of employees. Additional information about the package can be added, such as the sender, an image and pickup location.

4. Automatic email

The recipient will automatically receive an email notification with all information about the package. In case of no pickup, the recipient will receive reminders about unclaimed parcels.

5. The recipient acknowledges

At pickup, the recipient can sign for the package themselves by scanning a QR code or clicking the link in the email notification.

Features and value

BmyGuest Mailroom Management includes the following features and benefits:

Hassle-free and time-saving parcel handling

Easy registration of incoming parcels using your mobile phone. In other words, there is no need to buy expensive equipment to handle this task.

Automatic notification

When a package is registered, an email notification is automatically sent to the employee with information about where the package can be picked up. Automatic reminders are sent until the package is picked up. A process that frees up time and space at the reception desk or at parcel/goods drop-off.

No extra equipment

Everything around parcel handling - registration and delivery can be handled with your existing mobile phone, iPad or PC.

Increased employee satisfaction

Everyone involved in and around parcel handling will experience an easy, fast and secure parcel handling process.

Curious for more?

Please contact us for a brief, no-obligation discussion about your current setup and needs.

If our solutions meet your needs, we’ll schedule a meeting—and if not, you’ll at least have gained some valuable insights along the way.