Notifii Training: Logging in a package

Logging in a package

  1. Log into your account at this address https://portal.notifii.com/login.php
  2. The first page that will pull up is “Log Packages In”

Mandatory Data : These three sections MUST be filled out. The system will not let you create a record without these being populated.

  1. If I’ve done my job (lol) you should be able to search for the Recipient Name. This is not a binary system so be sure to use some critical thinking here if the student’s name doesn’t immediately come up; don’t just assume that they aren’t here. Ways to do this:
    • Search just by last name and then see what options it gives you. BE SURE TO SELECT THE CORRECT PERSON! Don’t just select the first one that comes up; we have many students that have similar or (sometimes) nearly identical names (ie. “Sarah Johnson” and “Sara Johnson”) so please double check by comparing RSC Box numbers or something!
    • Search by the RSC Box number to see if it pulls up a name. See if it makes logical sense; Ed vs Edward or Tom vs Thomas…. Stuff like that.
    • Set it aside and look up information in THD. I realize this is a bit like trying to figure out how to spell a word by looking it up in the dictionary, but it will get you close at least.
    • Sounds weird…. But look them up on line. Sometimes we have students that use names other than their legal name and don’t realize that they need to let people know.
    • If you absolutely can’t find a match, please “Mystery” the parcel and give it to me only after you’ve exhausted all other avenues. Cuz lord knows it’s going to sit on my desk a long time.
  2. The next section to fill out is the Tracking Number. It is very important that the CORRECT BARCODE be scanned in, so don’t get ahead of yourself when processing – A good general rule is that tracking numbers will be Alphanumerical ONLY; if there’s an underscore or an asterisk in the number, you scanned the wrong barcode. There’s a couple ways to avoid scanning the wrong barcode:
    • ((PREFERRED)): Using the blue marker, circle the barcode that you’ve scanned. This makes it clear to whoever else handles/delivers that package that this is the correct barcode/the one that has been scanned in.
    • You can also cover up any other barcodes using sticky notes or your hand when scanning in. I don’t like this method because if you scan barcode “A” to log it into the system, but accidentally scan barcode “B” when delivering the package – it creates a brand new record in the system, leaving the old one in. So then it looks like we still have the old one and everyone is confused and frustrated.

Here’s some information regarding different types of tracking numbers:

USPS

Starts with a 94, 93 or 92 (Sometimes with 420) Domestic shipments are 22 – 30 numbers long

Sample: 9241 9901 2207 5700 2431 80 ~or~
420 9736 1924 1990 1220 7570 0224 3180

FedEx

(Ground & Express)

No consistent starting number officially, but it looks like it starts with either a 96- and are 22 numbers long or start with a 10- and are 10million numbers long.

Sample: 9611019040985902773529 ~or~               1001910531510009736100902609886969

UPS

Easy. This one ALWAYS starts with 1Z
Sample: 1Z9478000301240682

OnTrac

OnTrac packages typically start with a C1- and are 15 digits long
Sample: C11983465117681

Amazon

Weirdly, they all seem to start with TBA. They’re 15 digits long
Sample: TBA123292081601

DHL

There’s no real consistency to the numbers assigned to their tracking  But the envelopes are bright yellow, so they’re hard to miss. 10 numbers long
Sample: 6381915525

 

  1. Next, ensure that the correct Mailroom is selected. You have three options:
    • Mystery Packages: This mailroom is specifically *ONLY* for packages that will be in my office/on my desk within the current work day. They cannot float around in the ether because that’s how packages disappear.
    • Residential Service Center: Any package that is going to be delivered to a student over in the RSC must be logged here.
    • University Mail Services: Any package going to someone that works on campus goes to this mailroom.

Optional Data

You don’t have to use these sections, but they can be very helpful when keeping records. Especially on problem children packages. These sections can also be updated and changed at any time if needed down the road. Generally, when using the next two sections, it is to help with the following question: “If I were asked about this package in the future, what information would I want to have in the system to ensure that I could look it up again?”

  • Carrier: Most of the time this will populate automatically; especially if the barcode is scanned into the system. If it is manually entered (typed) it probably won’t populate automatically. It’s suggested that you take the extra step to correct this, but it’s not mandatory.
  • Sender: This is very helpful for record keeping, mostly for when people ask questions. For instance, a student calls and says that they are expecting a package from “Mom” that they haven’t received yet- you can then pull up the student’s name/Vnumber and see a record of everything that they’ve ever received. If 5 of them say “Amazon” and one of them says “Sarah Jane Smith” you can ask them to verify their mother’s name and narrow it down a bit.
  • Special Handling: Again, this is helpful not only for record keeping, but also CYA (“Cover Your…. Butt”). If we receive something that requires an extra step of vigilance to make sure it doesn’t get lost or ruined, note that when receiving it. This helps us avoid losing small packages, notes in the system that a handtruck might be needed and lets us know that a package might be stored in the refrigerator before we freak out because we can’t find it.

Advanced Optional Data

  • Package Condition: If it’s leaking or “sounds broken” or wet or generally look like it was run over by a tractor, note that information here as soon as you notice it.
  • Staff Notes: This will only be visible to other users, but can be seen if the recipient asks for a copy of their delivery record, so keep this professional and don’t leave sensitive information here. DO, however, leave anything else here. If there was something wrong with it…. If the student wasn’t expecting it; anything that you think might be helpful if we have to look into the delivery down the road.
  • The rest of the optionals are pretty self-explanatory!

That’s it! Click the “Log This Package In” button and it’s programmed into the system! If the recipient’s email address is logged into the system, they will receive an automatic notification in one hour letting them know that they have a package and include information regarding how they can pick it up.

About Amanda Bales 37 Articles
Mail Services Supervisor, former student worker. I have a BS in Psychology/Communications and a MS in Counseling. And I work in Mail.