Log and deliver incoming packages at campus mail services

For campus mail services: log each package that arrives, tell the recipient by email, take packages out on delivery runs, record who took each one, and find out where any box went.

Open the Operations menu and choose Mailroom. It is there only if your institution uses the Mailroom and your role includes working it. Every step a package takes is recorded under the name of the person who took it.

Log a package

1. Choose Log a package.
2. In Tracking number, scan the label or type the number. A scanner that presses Enter moves you on to Recipient. For an envelope with no barcode, leave it empty and find the package later by recipient.
3. In Recipient, start typing a name and choose the person. For a visitor or someone not on the list, type the name and Their email. Their email is hidden once you choose a person with an account.
4. Choose Log this package, or press Enter.

More details holds the sender, what it is, the carrier, Deliver to area, Received at, This one is high value and an optional Photograph the package as it arrived, worth taking when a box arrives damaged.

A recipient with an email address is told straight away that a package arrived, who sent it and where it was received. They do not need a Shipping Center account. Whether the email says it will be brought to them or is ready to collect follows how your mail services work at that office.

Deliver packages

Hand packages over works well on a phone.

1. Where delivery areas are set up, you can choose one, for example "Science Hall, 2nd floor", and Load, then Take these out to mark them all out for delivery.
2. At each stop, Scan the package or type its tracking number, and choose Find it.
3. Say how it ended:
   • Handed to a person: record who in Who took it.
   • Picked up at the window: they collected it from mail services. Record who.
   • Left it: at a desk or in a mailbox. Depending on a setting, a photo of where you left it is off, optional or required.

A high value package cannot be left anywhere. It has to be handed to the person it is for.

Confirmation from the recipient

After hand-over, the delivery email has a Confirm or dispute link. On that page the recipient chooses Yes, I received this or I did not receive this. A "did not receive" puts the package back on the worklist as Disputed, and the person who recorded the delivery is told.

Whether confirmation is asked for is set in the Mailroom section of the settings, for the whole organization or for one location: None, Requested or Required.

Delivery areas

A delivery area is where in a building a package goes. An administrator sets each person's usual area in the Delivery area box on their page under Users. Areas drive the delivery runs and the area filters.

Where did that box go?

• History on the Mailroom page lists every package in a date range and how it ended, with tiles for Delivered, Awaiting confirmation, Disputed, Returned and more. Download CSV exports what you see.
• Scorecard shows how much arrived, the typical time from dock to desk, how often recipients confirmed, disputes and packages that waited too long, by delivery area and by courier. Every figure opens the packages behind it.

A package that is one of your own return labels is marked received on the Returns screen the moment it is logged. See Create a return label and check that it came back.