Mindspace Brings Brand Control Across 45+ Workspaces

~2h

rollout

integrations

The Challenge

Mindspace is a global flexible workspace provider with more than 45 locations across 25 cities. Its IT team was managing email signatures manually. Employees chose their own fonts and titlesown fonts and titles, resulting in email signatures that didn’t consistently reflect Mindspace’s brand. Every promotion, phone number change, or new location meant more work for IT, and as Mindspace grew, so did the problem.

Marketing wanted every email to reflect the Mindspace brand. IT needed a way to make that happen without managing every email signature manually.

The Outcome

With WiseStamp, manual email signature management officially checked out. Employee details sync automatically through Google Workspace and HiBob, so changes to titles or phone numbers are reflected in email signatures without IT intervention. Email signatures stay consistent across devices, whether employees are working from their desktops, Android phones, or iPhones.

IT rolled out WiseStamp company-wide in about two hours. Marketing now designs the email signatures and banners while IT manages their deployment, keeping every email on brand across locations, divisions, and devices. Mindspace went from managing email signatures one employee at a time to managing them all from one centralized place.

I would recommend WiseStamp to other IT leaders. It is easy to implement, easy to use, and saves us a lot of time.

Yaki Shlomo
Global Director of IT, Mindspace

45+ Workspaces. 25 Cities. One Place to Manage Email Signatures.

Mindspace transforms remarkable buildings into inspiring, flexible workspaces. Founded in 2014, it now operates more than 45 locations across 25 cities, from Tel Aviv and Berlin to London, Warsaw, Amsterdam, and New York, offering private offices, coworking spaces, meeting rooms, and event spaces for teams of all sizes. Hundreds of employees communicate with customers every day, across different locations and devices, from desktops to Android phones and iPhones.

For a brand built on hospitality, every email is part of the experience. But for IT, keeping email signatures consistent and up to date was a never-ending task. Every new location brought new employees, titles, and contact details to manage, along with the need to maintain a consistent brand identity across locations.

Before WiseStamp, everything was managed manually and inconsistently. Each employee picked their own font, their own title, and there were a lot of mistakes and inconsistency between all the employees.

Yaki Shlomo
Global Director of IT, Mindspace

Employee Details Stay Up to Date, Automatically

With Mindspace’s HR system (HiBob) serving as the source of truth for employee information, WiseStamp keeps email signatures in sync with the most up to date details. When an employee gets promoted, changes roles, or updates their phone number, the change is automatically reflected in their email signature.

For Mindspace’s IT team, that’s one less thing to manage as the company continues to grow.

A Two-Hour Rollout Company-Wide

When evaluating a solution, Mindspace’s IT team had a few key requirements: 

• Integration with Google Workspace
• Automatic deployment of email signatures
• Compatibility across the devices employees use: desktops, Android phones and iPhones

WiseStamp checked all those boxes, offering the flexibility Mindspace needed to manage email signatures across its global operations.

Despite having more than 45 locations across 25 cities, Mindspace rolled out WiseStamp company-wide in about two hours. What could have been a complex IT project was up and running in just two hours.

It is fully integrated with our Google Workspace. We also have the integration with Calendly. WiseStamp helps us to manage many locations.

Yaki Shlomo
Global Director of IT, Mindspace

Marketing Turns Employee Email Signatures Into a Campaign Channel

For Mindspace’s Marketing team, consistent email signatures were just the starting point. With WiseStamp, they could also turn everyday employee emails into opportunities to promote new sites, drive engagement, and make it easier for prospects to connect.

When Mindspace opened a new site in Germany, Marketing created a promotional banner that appeared in employee email signatures across the country. With WiseStamp, the team could  tailor banners by site while maintaining a consistent brand identity across all 45+ sites. In addition, the sales team email signatures automatically include Calendly links, making it easy for prospects to book meetings directly.

What started as an effort to bring email signatures under control became another channel for marketing to reach customers, without requiring IT to manage individual email signatures.

We can manage banners, links for one centralized location in one click.

Yaki Shlomo
Global Director of IT, Mindspace