Multi Mailroom is available exclusively on the Enterprise plan. Book a Demo with us to learn more.
What is Multi-Mailroom?
Parcel Tracker’s Multi-Mailroom software simplifies and secures the internal movement of parcels within large organizations. Whether a package is moving from a central mailroom to a department office, a residential building, or across multiple sites, Multi-Mailroom provides full tracking at every step.
As parcels are handed off between individuals or locations, the system logs key details: who received it, where it went, and when. This creates a transparent and tamper-proof chain of custody. Notifications are triggered at critical points, keeping both staff and recipients informed of the parcel’s journey and estimated delivery time. The result is no more lost packages, increased operational efficiency, and complete visibility.
Core Capabilities
End-to-End Visibility: Manage parcel movements across multiple locations with real-time tracking, timestamps, and proof of handoff. Automated notifications keep stakeholders informed as deliveries reach key milestones.
Log and Track Movements: Effortlessly monitor parcels moving within buildings (internal) or between multiple company sites (inter-site). Configure as many routing hops as needed, capture handling records, and collect signatures.
Centralize Dispatch Requests: Allow recipients to request internal or external parcel transfers directly through the platform. Mailroom managers can view, approve, and coordinate these dispatches from a central dashboard.
Save Time with Customizable Workflows: Adapt Multi-Mailroom to match your internal logistics. Automate parcel arrivals, transfers, and pickups, and trigger notifications based on parcel location or status to reduce manual tasks.
Manage Internal and External Couriers: Track and dispatch internal couriers with real-time locations and proof of handoff. For external shipments, centralize tracking in a single dashboard with over 900 carrier integrations.
Create Custom Labels: Auto-generate and print custom labels when recipients request parcel dispatches, ensuring parcels are routed efficiently and reach the correct location without errors.
Why Use Multi-Mailroom?
Multi-Mailroom is essential when packages pass through multiple hands or facilities before reaching their final destination. It is ideal for operations that demand full traceability and accountability, whether it is:
Freight forwarding operations where packages travel between international warehouses.
Corporate offices are moving items between internal mailrooms and multiple departments.
Government entities are tracking sensitive inter-office communications.
Warehouse distribution centers managing complex internal deliveries.
In all these cases, Multi-Mailroom ensures the entire journey is recorded, verifiable, and auditable.
How Multi-Hop Routing Works in Parcel Tracker
Parcel Tracker supports two primary methods of multi-hop parcel movement:
1. Pick-Up and Drop-Off
Used when parcels are moved by internal couriers, this method allows them to:
Scan and pick up the parcel, transferring custody to themselves.
Drop it off at the next location, recording a timestamp, the responsible user, and an optional image as proof of delivery. Each handover is securely logged, creating a verifiable audit trail.
2. Expected Parcels
When the chain of custody must be temporarily broken, such as when a third-party courier transports the parcel, staff can mark the parcel as "Expected" at the destination site. This automatically notifies the staff at the destination location about the parcels they are expected to receive. Once the item arrives, it is scanned again to resume tracking and restore the audit trail.
Use Cases for Multi-Mailroom
1. Commercial Buildings
In large office environments, parcels typically arrive at a central mailroom:
Mailroom staff scans incoming packages, triggering notifications to recipients and internal couriers.
Couriers pick up parcels via the app and deliver them to department receptions or secondary buildings.
Upon delivery, they capture an image as proof of drop-off.
The receiving receptionist scans the parcel, continuing the custody chain and alerting the final recipient.
The recipient can then either collect the parcel themselves or request a final delivery from the internal courier, who will obtain a signature to complete the delivery.
2. Freight Forwarders
Packages arriving at a warehouse are:
Scanned in, notifying the recipient of arrival.
Scanned out when ready for dispatch, transferring them virtually to the destination warehouse.
Marked as "Expected" at the destination, with attached details and photos.
Received by staff at the destination, who are notified and continue the chain of custody upon arrival. This ensures cross-border parcel movements remain fully traceable across logistics hubs.
3. Government Departments
For secure inter-office communication:
Staff create a parcel entry by selecting the recipient, origin site, and adding custom tags.
The system generates a barcode label to be printed and affixed to the package.
Couriers receive a full list of items to pick up and deliver across sites.
As parcels are collected and delivered, the app logs each interaction, including signatures. This method ensures the safe and trackable transfer of sensitive documents and materials.
4. Warehouses and Fulfillment Centers
When parcels arrive at a central loading dock:
They are scanned in, alerting recipients of their arrival.
Internal couriers take custody of the parcels, scan them, and deliver them to their respective departments.
Upon drop-off, couriers capture an image in the app as proof of delivery. This streamlines internal logistics and ensures all deliveries are accounted for.
Conclusion
Parcel Tracker’s Multi-Mailroom system transforms complex internal package routing into a secure, auditable, and efficient process. Whether you manage logistics across countries or within a single campus, Multi-Mailroom ensures that no parcel is ever lost, misplaced, or delayed, giving organizations peace of mind and end-users complete transparency.
Want to see it in action?
View our case studies here to see how other organizations are transforming their deliveries: https://www.parceltracker.com/case-studies
To get started, talk to our sales team to book a demo or start for free!