Package & Delivery Tracking

Package & Delivery Tracking

Beyond visitor management, KyberAccess includes a complete package and delivery tracking system that helps you log incoming deliveries, notify recipients, track pickup status, and maintain a full audit trail. Whether your organization receives a handful of packages a day or hundreds, this feature ensures nothing gets lost and every delivery is accounted for.

This guide covers how to set up and use the package tracking system.

Accessing the Deliveries Dashboard

1. Log in to your KyberAccess dashboard at app.kyberaccess.com.
2. Click Deliveries in the left sidebar.
3. The Deliveries dashboard displays:
   • Pending Pickups — Packages that have been received but not yet collected
   • Today's Deliveries — All packages logged today
   • Overdue — Packages pending pickup for more than the configured threshold
   • Recent Activity — Latest delivery and pickup events

Logging a New Delivery

Step 1: Start the Delivery Log

1. On the Deliveries dashboard, click + Log Delivery.
2. Alternatively, from the front desk quick-action bar, click the package icon.

Step 2: Enter Delivery Details

1. Recipient — Search for the recipient by name or email:
   • Start typing the name and KyberAccess will auto-suggest from your employee/host directory (synced from Google Workspace or Microsoft 365)
   • If the recipient is not in the directory, click + Add Recipient and enter their name and email manually
2. Carrier — Select the shipping carrier from the dropdown:
   • UPS
   • FedEx
   • USPS
   • DHL
   • Amazon
   • OnTrac
   • Other (with custom entry)
3. Tracking Number — Enter the tracking number (optional but recommended)
4. Package Type — Select the type:
   • Small Package — Envelopes, small boxes
   • Medium Package — Standard shipping boxes
   • Large Package — Oversized items
   • Envelope/Letter — Documents, flat mail
   • Perishable — Food, flowers, temperature-sensitive items
   • Fragile — Items marked fragile
   • Other — Custom type
5. Quantity — Number of packages for this recipient (default: 1)
6. Notes — Any additional information (e.g., "Heavy box, needs hand truck", "Requires refrigeration")

Step 3: Capture a Photo

1. Click Take Photo to photograph the package using the front desk camera or device camera.
2. Alternatively, click Upload Photo to upload an existing image.
3. Photos help recipients identify their package and serve as proof of delivery condition.

Tip: Always photograph the shipping label and any visible damage. This protects both your organization and the recipient in case of disputes.

Step 4: Save and Notify

1. Click Log Delivery.
2. The delivery is saved and the recipient is automatically notified.

Recipient Notifications

When a delivery is logged, KyberAccess notifies the recipient through configured channels:

Notification Methods

• Email — Detailed email with package details, carrier, tracking number, and photo
• Push Notification — Immediate push via the KyberAccess mobile app (if installed)
• SMS — Text message notification (requires Telnyx integration)
• Slack — Direct message to the recipient in Slack (requires Slack integration)

Notification Content

The notification includes:

• "You have a package waiting at [Location Name]"
• Carrier and tracking number
• Package photo (if captured)
• Pickup location details
• A Confirm Pickup link/button

Configuring Notification Preferences

1. Go to Settings > Notifications > Deliveries.
2. Configure default notification methods.
3. Set Reminder Notifications:
   • First Reminder — Sent after configurable hours (default: 4 hours)
   • Second Reminder — Sent after configurable hours (default: 24 hours)
   • Escalation — After configurable days (default: 3 days), notify the recipient's manager
4. Click Save.

Recording Package Pickup

When a recipient comes to collect their package:

Method 1: Front Desk Pickup

1. On the Deliveries dashboard, find the pending delivery.
2. Click Mark as Picked Up.
3. Optionally:
   • Capture Pickup Photo — Photograph the recipient collecting the package
   • Signature — Capture the recipient's signature on the touchscreen
   • Picked Up By — If someone other than the recipient picks up the package, enter their name
   • Notes — Any pickup notes
4. Click Confirm Pickup.

Method 2: Self-Service Pickup (Kiosk)

1. If your kiosk is configured for delivery pickups, the recipient can:
   • Scan their employee badge or QR code
   • View their pending deliveries
   • Confirm pickup with a tap
   • Optionally sign on the touchscreen
2. The delivery is automatically marked as picked up.

Method 3: Email Confirmation

1. The recipient clicks the Confirm Pickup button in their notification email.
2. They are directed to a confirmation page.
3. They click I've picked up my package.
4. The delivery is marked as picked up.

Delivery Status Tracking

Each delivery has a status that progresses through:

1. Received — Package logged at the front desk
2. Notified — Recipient has been notified
3. Reminder Sent — One or more reminders have been sent
4. Picked Up — Recipient has collected the package
5. Returned — Package was returned to sender (if uncollected)
6. Forwarded — Package was forwarded to another location

Statuses are color-coded on the dashboard:

• Green — Picked up
• Yellow — Pending pickup (within normal timeframe)
• Orange — Overdue (past the configured threshold)
• Red — Significantly overdue (escalation triggered)

Searching and Filtering Deliveries

1. On the Deliveries dashboard, use the search bar to find deliveries by:
   • Recipient name
   • Tracking number
   • Carrier
   • Date
2. Click Filters to apply advanced filters:
   • Date Range — Custom date range
   • Status — Pending, Picked Up, Returned, All
   • Carrier — Filter by specific carrier
   • Location — Filter by receiving location
   • Package Type — Filter by package type
   • Overdue Only — Show only overdue deliveries
3. Click Apply.

Delivery Reports

1. Go to Reports in the left sidebar.
2. Select Delivery Reports.
3. Available reports:
   • Delivery Volume — Total deliveries by day, week, or month
   • Average Pickup Time — How long packages sit before being collected
   • Carrier Breakdown — Delivery counts by carrier
   • Recipient Ranking — Who receives the most packages
   • Overdue Packages — Packages not picked up within the threshold
   • Location Comparison — Delivery volumes across locations
4. Set the date range and filters.
5. Click Generate.
6. Export as CSV or PDF.

Configuring Delivery Settings

1. Go to Settings > Deliveries.
2. Configure global settings:
   • Photo Required — Require a photo for every logged delivery (on/off)
   • Signature Required on Pickup — Require the recipient's signature when collecting (on/off)
   • Overdue Threshold — Number of hours before a delivery is marked overdue (default: 48 hours)
   • Auto-Return Period — Number of days before uncollected packages are flagged for return to sender (default: 7 days)
   • Pickup Confirmation — Require confirmation method: Front desk, Self-service, Email, or Any
   • Default Carrier — Pre-select the most common carrier
3. Click Save.

Multi-Location Delivery Management

For organizations with multiple locations:

• Each location has its own delivery queue
• Packages can be forwarded between locations if delivered to the wrong site
• Reports can compare delivery volumes across locations
• Location managers can only view deliveries for their assigned locations

Forwarding a Package

1. Find the delivery on the dashboard.
2. Click More Actions (three dots).
3. Select Forward to Location.
4. Choose the destination location.
5. Add forwarding notes.
6. Click Forward.
7. The recipient is notified of the new pickup location.

API Access for Deliveries

Access delivery data programmatically:

GET /api/v1/deliveries

Query parameters: status, recipient_id, carrier, start_date, end_date, location_id

POST /api/v1/deliveries

Create a new delivery log with recipient, carrier, tracking number, and notes.

POST /api/v1/deliveries/{id}/pickup

Mark a delivery as picked up.

Troubleshooting

Best Practices

• Always photograph packages — Photos protect against damage claims and help recipients identify their packages.
• Log deliveries immediately — Do not batch-log at the end of the day. Real-time logging ensures timely notifications.
• Set appropriate overdue thresholds — Too short creates noise; too long lets packages pile up. 48 hours is a good default.
• Use carrier-specific bins — Organize your mailroom by carrier to speed up the logging process.
• Train staff on the logging process — Consistent data entry (correct recipient, accurate carrier selection) makes the system more useful.
• Review overdue reports weekly — Follow up on uncollected packages to prevent the mailroom from becoming a storage facility.