Mailroom Collections

Overview

There are basically two types of mail management systems for handling inbound and internal mail. 1. Mail and parcel collections. 2 Mail and parcel delivery to destination addressee. The PASS Mailroom system for collected mail sends automatic email advice to addressees on arrival of the mail in the mailroom. If mail remains uncollected you can then retrieve a list of all uncollected mail and email them all again as a batch.

Free trial or Online demo - Contact us

Important requirements for a collection system

Up-to-date lists of recipients to ensure fast data entry of parcels
Email : There must be easy update of email addresses
Reminders for uncollected mail to avoid build ups
Proof of collection with electronic signatures to resolve disputes

Mail details

These are the basic details you will see displayed against each item. However, the panel is fully configurable so that you can add many more details. In the top panel you will see a signature: this is the signature of the recipient that is captured when the item is collected.

Recipients details

You can import the recipients addressees from a file or integrate with your email contacts. You can have many additional fields in the right panel giving fuller details about the recipient such as mobile number, home address etc depending on your GDPR policy.

Proof of delivery

Barcode labelling, USB Barcode scanning and electronic signatures are all part of mailroom barcode tracking. Where the mail tracking system needs to be a mixture of collection and delivery then a signature pad in the post room records the collections, and a PDA is used to record the deliveries by trolley or van. The two operations are easily configured in to work together seamlessly.

Uncollected Mail

To ease the chore of chasing up uncollected mail a report is run to see what is outstanding. An email can then be automatically sent out to all addressees requesting collection of their mail. The system adds the mailroom location in the email so that the manager can find it quickly when the person arrives to collect it.

Free trial for two months

Try the software for a couple of months, adapt it to your system and test it to its limits. We are confident it will give you a quick payback for the small outlay and transform the way you control your asset register. Send us your details and we will give you the link and password to download the software from our download site. We will then help you to understand how it works and at the end of the trial period you can then decide whether to buy the system without losing any settings or data. A blank database and a demo database are included in the trial.