At the basic level here is how you would use it to manage a number of deliveries from one location.
Scan, or enter, a docket id, and capture a signature. The signature is then sent via email to a central email address.
Each driver has a gmail account and all the signatures will go to one email address. Having a gmail or Outlook online central email is probably best so that it is online rather than restricted to a single computer.
You may want to consider setting up a gmail account that is only used for operational emails. Having different accounts for each driver will mean that you can track emails to and from drivers. Gmail threads will allow conversations on jobs to be tracked.
It is best if there is a barcode on the run-sheet/delivery docket. It is much more efficient and less error prone than having the driver type in a number. If you don't have a delivery docket or run-sheet with barcodes then here is an easy way to do it yourself;
The first step is to get a barcode font onto your computer. Here is a free one;
Then you can use Excel to create runsheets. Format the first column as the barcode font, then save your spreadsheet as a template to be used for entering daily runsheets.
Your delivery docket codes can be entered and they will print out with a barcode font. The only thing you need to remember is that if your delivery docket is 1234 then it needs to be entered as *1234*
The asterixes indicate the start and end.
So now you have a barcoded runsheet. The driver will scan it, the receiver signs it and an email with a signature is sent to the designated email address. It will appear as;
Subject: Job # 1234
DELIVERED: today's date
SIGNED BY: receiver name
The signature will be attached.
Trapeez can get barcodes with the phone camera and also with laser 1D scanners. This is a faster and more convenient means of acquiring barcodes for environments where volumes are higher.
To provide more management options. PODs can also be sent to our Celos document server or a LABERG application. It can also be integrated with your in-house systems.
To setup for email simply click the CONFIG button. Enter a from and to email address into the top section, scroll to the bottom of the screen and select SAVE and you are good to go.