While you can always add users one by one, our Web Platform’s Import List feature lets you upload thousands of recipient profiles in seconds.
Only Owners, Admins and Normal users can add, edit, or delete a recipient's information. Feel free to check the full lists of mailroom users and their permissions here.
This feature is available in every plan. See the graph below.
Preparing Your File
Before you begin the upload, make sure your recipient directory is formatted correctly so the system can process it:
Supported file types: Your file must be saved as a .csv, .xlsx, or .xls.
Required Columns
Your spreadsheet must contain the following four mandatory columns for the upload to work:
First Name: The recipient's given name.
Last Name: The recipient's family name.
Email: The primary email address where the recipient will receive all of their parcel collection notifications.
Location/Room Number: The specific room, desk, or apartment number where the recipient resides or works within the building.
Optional Columns
You can also include any of the following optional columns to add more detail to your recipient profiles:
ID: A unique identifier for the recipient, such as a student ID or employee number.
Site: The primary building or campus they belong to (highly useful if your account manages multiple properties).
Additional Sites: Any other buildings or locations where this recipient might also receive packages.
Type: A category label for the recipient (e.g., Student, Staff, Resident, VIP, Business).
Nickname: A preferred name the recipient goes by.
Additional Emails: Secondary email addresses that should also receive delivery notifications (such as a personal email or an assistant's email).
Drop-off Location: A specific, preferred delivery point for their packages (e.g., Front Door, Mailroom B).
Mobile Number: The recipient's phone number for contact or SMS notifications.
Need a perfectly formatted file?
You do not have to build a spreadsheet from scratch! When you navigate to the Import screen, simply click Get a template to download a blank file with the correct columns already set up. Fill it out, save it, and you are ready to go.
Uploading Your List
Once your spreadsheet is prepared, follow these instructions to import your recipients:
Log in to your Parcel Tracker account and click
Recipientsin the main navigation bar.
Click on
Import List.
Drag and drop your prepared file, or click
Browse Fileto select it from your computer.
Check the box indicating you have permission to upload the information, then click
Continue.
Ensure your columns are mapped correctly. Check that your spreadsheet columns match the system properties (you can manually adjust the mapping from the dropdowns if needed), then click
Continue.
This step is crucial because it tells the system exactly how to read your file, ensuring that details like emails and room numbers are pulled into the correct profile fields.
6. Review your data summary, and click Continue.
If you accidentally left any mandatory fields blank in your spreadsheet, the system will alert you here. You can easily save time by manually typing the missing data directly into the interface without needing to fix and re-upload your whole file.
7. Finally, click Upload to complete the process.
Need to make changes later?
Your recipient list is now fully loaded and ready to go! If you ever need to add a single new person or update an existing profile when someone moves, you do not need to do another bulk upload. Check out these quick guides: