Delivery Tracking Software

Configurable Tracking Stages

In order to make the system as simple to use as possible, we use configurable tracking stages.

After talking to you about how you operate, we configure the tracking stages for you, giving each one the name that you chose.

The mobile computer menu will now just show the stages you use and nothing else:

mailroom mobile computer menu

It takes just a few minutes, but it looks as though the software had been custom written just for you.

The prompting sequence will be exactly as you expect as that is configured in the Tracking Stage configuration etc.

Where Can We Track Items?

DeliveryPoD allows you to track items through all steps of a journey that mail, parcels and documents might take:

  • Delivery to Person
  • Delivery to Unmanned Location
  • Mail Trolleys and Mail Bags
  • Vehicles
  • Couriers
  • Depots
  • Buildings
  • Locations within Buildings

Failed Deliveries

Tracking stages can be configured to allow the mobile computer user to report that a stage could not be completed, why it could not be completed and the option to take a photograph for proof.

The classic use is to prove failed deliveries, typically where there is nobody available to sign or where an office is locked.

Failed Delivery Attempt Photograph     Damage Reporting
Failed Delivery Attempts and Damage can be photographed using the mobile computers inbuilt digital camera

The tracking report will show the failed tracking stage, reason for failure and any picture taken.

Click Image to see Full Size Image

We always find this eliminates disputes between people who claim they were there and mailroom staff who know they were not there and can now prove it.

Damage Reporting

Damage reporting can also be configured for a tracking stage. It works in just the same way, with the option to record both a text description of the damage and to take a photograph.

Obtaining Names and Signature Capture

Tracking stages allow you to specify that a Text Name must be obtained and / or a Signature (the customer signs on the mobile computers screen).

names and onscreen signature capture


Flexible and Powerful Tracking

Each stage is given a Name and then tick boxes are ticked, which governs what the mobile computer will ask the user to do and how it updates the website.

If we want to obtain a name and signature, we just tick those boxes. Similarly if it moves an item from a mail trolley (e.g. delivery to customer), we tick the "Removes From Mail Trolley" box.

Click on image to see full size image

In the example above, we have configured a stage called "Customer Collects", so if a customer turns up at the mailroom to collect an item, a user can select this stage, scan the items and ask the user to sign on the mobile computer screen for them.

Why is this useful to me?

Some people think all mailrooms are the same, but in reality they are often different. For example one mailroom might use mail trolleys to deliver items, whilst a university with a large campus may use vans to deliver some items.

Things can often change as well:

  • In one case a customer was adamant they wanted to just have a "Delivery" stage.
    • There was no problem configuring our system this way
    • We did warn the customer that it was very "binary" - the item was delivered or not delivered. If not delivered, you had no idea whether the item was in the mailroom, on a mail trolley, on a van or had been stolen / lost.
  • One day we got a call saying, yes you were right to warn us - some mail items could not be accounted for and a Plasma Display had gone missing.
  • We reconfigured the system in minutes (at no cost to the customer) to have these stages:
    • Scan onto Mail Trolley - the mail trolley barcode was scanned (or selected via a menu) and then each item was scanned on.
    • Deliver with Mail Trolley - The mobile computer has a list of all items on the trolley and all remaining delivery points. As an item is scanned the mobile computer warns them of all items for that person / department on the trolley and asks them to scan them off.
    • Scan onto Van - The vehicle being used is selected, then the items being loaded are scanned.
    • Deliver with Van - Again the list of items and remaining delivery points are on the mobile computer. As an item is scanned off, the mobile computer is configured to check for other items for that person / department.
    • Return Undelivered Items - The shelves in the mailroom were barcoded. Items that could not be delivered, were brought back to the mailroom. The location barcode was scanned (or selected via a menu) and the items were scanned into that location.
  • What did this achieve?
    • When the item has not been delivered, you can see where it should be, where it was last seen, who scanned it and when.
    • Data can be analysed by dragging columns in reports to quickly see if there are common patterns.
    • In this particular case, it took less than one day to find:
      • 2 People in a department would see a the mail trolley, see items addressed to them and take them from the trolley, not realising the consequences.

        The clue was that all non accounted for items, were addressed to just two people and had no commercial value. On asking the two people, they said they had been doing it for ages but just did not realise it had to be signed for.
      • Over time it was deduced that theft was very rare, but only occurred when items were on the mail trolleys. Now we have a starting point for investigating further:

        The Deliver with Trolley tracking stage was configured so that as they scanned off the first item for a department, it would alert them to other items for that department on the trolley and invite them to scan them off.

        Staff were now asked to phone a manager straight away if they could not find one of the items being asked for.

        After a few instances, the manager realised that items only went missing when staff had to leave a trolley unattended in a public area of the building, because the department they were delivering to had steps and the mail trolley could not be taken with them.

        Ramps were fitted to some departments and for delivery to others, expensive items were delivered by hand.

That was a long and detailed example, however the point is very simple: "A tracking system that caters for changes is a much better system than one that does not".