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? Zero lost packages, boosted efficiency, and total visibility.
Multi Mailroom is available exclusively on the Enterprise plan. Book a Demo with us to learn more. Please refer to the graph below for a visual overview of each plan.
Why Use Multi-Mailroom?
Multi-Mailroom is built for operations where packages pass through multiple hands or facilities. It is the ideal solution for ensuring full traceability and accountability in:
Freight forwarding: Tracking packages between international warehouses.
Corporate offices: Moving items from central mailrooms to various departments.
Government entities: Securing and monitoring inter-office communications.
Distribution centers: Managing complex internal warehouse deliveries.
In all these cases, Multi-Mailroom ensures the entire journey is recorded, verifiable, and auditable.
Managing Dispatch Requests
Multi-Mailroom allows recipients to log in to their own accounts and request both internal and external dispatches.
With this feature, recipients can choose whether their dispatch request is for an internal or external recipient:
Internal dispatch means sending a parcel to someone at a different site within the same organization.
External dispatch means sending a parcel outside the organization.
This makes it easy for users to submit dispatch requests directly, without needing the mailroom team to create the request for them.
The feature also supports parcel label printing, which makes preparing and processing dispatches much faster and more convenient.
How Multi-Hop Routing Works in Parcel Tracker?
Parcel Tracker uses two primary methods to manage multi-hop parcel movement:
1. Pick-Up and Drop-Off
Used for internal couriers. This method allows staff to:
Scan and pick up a parcel, transferring custody to their own account.
Drop the parcel at the next location, which logs a timestamp, the responsible user, and an optional photo for proof of delivery.
Securely log every handover to build a verifiable audit trail.
2. Expected Parcels
Used when the chain of custody breaks temporarily (such as using a third-party courier between sites).
Staff mark the parcel as "Expected" at the destination site.
Once the parcel arrives, the receiving site scans it to resume tracking and restore the chain of custody.
Use Cases for Multi-Mailroom
1. Commercial Buildings
Arrival: Mailroom staff scans incoming packages, which alerts the recipients and internal couriers.
Transit: Couriers use the app to pick up parcels and deliver them to department receptions.
Drop-Off: Couriers capture a photo as proof of delivery. The receiving receptionist scans the parcel to continue the custody chain.
Final Collection: The recipient can collect the parcel themselves, or the courier can complete a final delivery and capture a signature.
2. Freight Forwarders
Arrival: Packages are scanned in at the logistics hub, notifying the recipient.
Dispatch: Staff scan the packages out and virtually transfer them to the destination warehouse.
Transit: The system marks these items as "Expected" at the destination, complete with details and photos.
Receipt: Staff at the destination are notified and continue the tracking loop once the items arrive, ensuring cross-border visibility.
3. Government Departments
Setup: Staff creates a parcel entry with the recipient, origin site, and custom tags. The system generates a printable barcode label.
Routing: Couriers receive a digital list of items to pick up and deliver across various sites.
Tracking: The app logs every interaction, including required signatures, guaranteeing the secure transfer of sensitive materials.
4. Warehouses and Fulfillment Centers
Arrival: Parcels arriving at the central loading dock are scanned in.
Transit: Internal couriers take custody of the items, scan them, and move them to specific departments.
Drop-Off: Couriers capture an image in the app to prove delivery, streamlining internal logistics and accounting for every package.
Need more help?
If you are already on the Enterprise plan and have any questions about setting up your multi-hop routing or assigning Requestors, please reach out to our support team here for assistance!