Parcels, confidential documents, IT devices and urgently required spare parts initially arrive at the mailroom or goods receiving area. However, reaching the correct recipient can involve additional journeys, enquiries and delivery attempts. Particularly on large company premises, with flexible workplaces, home working or shift operations, employees are not always available where their shipment is supposed to be handed over personally.
Companies therefore do not have to make a general choice between personal delivery and Smart Lockers. The important factor is determining the appropriate handover method for each shipment. COSYS internal mail distribution software combines both options in one digital process: shipments are recorded upon receipt, assigned to a recipient and forwarded according to their urgency, size or security requirements.
Use Personal Delivery Where It Is Necessary
Sensitive documents, high-value devices, medical materials or time-critical spare parts may require a direct handover. A mailroom employee delivers the shipment to the recipient and records a digital confirmation of receipt. This makes it possible to trace who accepted the shipment and when.
Personal delivery becomes problematic when the recipient is unavailable. The shipment must be returned, temporarily stored and scheduled for another delivery attempt. When several buildings or widely separated departments are involved, this creates additional walking distances while more urgent deliveries may be left waiting.
With COSYS, the mailroom can identify which shipments require personal delivery while they are still being processed. Digital assignment reduces uncertainty and ensures that the relevant shipment information remains available throughout the internal delivery route.
Smart Lockers Instead of Repeated Delivery Attempts
For standard parcels, documents or work equipment, a personal handover is not always necessary. In these cases, the COSYS Smart Locker solution provides a flexible handover point. The mailroom places the shipment in an assigned compartment once, while the recipient collects it independently within the specified period.
Access can be provided using a PIN, QR code, NFC or employee ID card, for example. This ensures that only the authorised compartment opens. In addition to parcels, keys, IT devices, tools, spare parts and personal protective equipment can also be made available in a controlled manner.
The mailroom avoids repeated journeys and is no longer dependent on the recipient being present at the time of handover. At the same time, the employee receives a notification and can incorporate the collection into their own workflow more easily.
One Tracking System for Both Handover Methods
Whether a shipment is handed over personally or placed in a Smart Locker, its internal journey should not become invisible after it leaves the mailroom. COSYS shipment tracking documents the individual processing steps using corresponding status updates.
This shows whether a shipment is still being received, has already been assigned to a delivery route or is ready for collection in a locker compartment. Once it has been handed over personally or collected independently, the completion of the process is also documented. Enquiries about the whereabouts of a parcel can therefore be answered more quickly.
Keep All Shipment Information in One Central Place
In a provided web application (WebDesk), the data recorded on mobile devices is brought together centrally. The mailroom can view current parcel statuses and shipment histories, as well as search for individual shipments or recipients. Stored signatures and other proof of handover can also be accessed when required.
The WebDesk additionally supports the management of users, permissions and master data. It therefore provides more than an overview of ongoing shipments. Companies also receive a central foundation for organising personal deliveries and Smart Locker handovers consistently.
Introduce the Hybrid Model Strategically
The suitable handover method depends on the actual process. Companies should therefore examine shipment volumes, recipient availability, walking distances, shipment types and documentation requirements. A defined pilot area can then be used to test which shipments can be issued reliably through a Smart Locker.
While urgent, sensitive or particularly large shipments continue to be delivered personally, suitable standard deliveries are placed in the Smart Locker. COSYS digitally maps both methods and ensures that choosing flexible collection does not come at the expense of traceability.
Fewer Journeys Without Abandoning Personal Handover
Smart Lockers do not completely replace personal delivery. They reduce the burden precisely where a direct handover provides no additional benefit. Combined with digital internal mail distribution, shipment tracking and the WebDesk, they create an end-to-end process that gives employees greater flexibility and relieves the mailroom of avoidable delivery attempts.
Tip:
For high-value or visibly damaged shipments, COSYS photo documentation can record their condition upon receipt or handover. This allows damage and irregularities to be assigned to a specific stage of the process.
Companies therefore do not have to make a general choice between personal delivery and Smart Lockers. The important factor is determining the appropriate handover method for each shipment. COSYS internal mail distribution software combines both options in one digital process: shipments are recorded upon receipt, assigned to a recipient and forwarded according to their urgency, size or security requirements.
Use Personal Delivery Where It Is Necessary
Sensitive documents, high-value devices, medical materials or time-critical spare parts may require a direct handover. A mailroom employee delivers the shipment to the recipient and records a digital confirmation of receipt. This makes it possible to trace who accepted the shipment and when.
Personal delivery becomes problematic when the recipient is unavailable. The shipment must be returned, temporarily stored and scheduled for another delivery attempt. When several buildings or widely separated departments are involved, this creates additional walking distances while more urgent deliveries may be left waiting.
With COSYS, the mailroom can identify which shipments require personal delivery while they are still being processed. Digital assignment reduces uncertainty and ensures that the relevant shipment information remains available throughout the internal delivery route.
Smart Lockers Instead of Repeated Delivery Attempts
For standard parcels, documents or work equipment, a personal handover is not always necessary. In these cases, the COSYS Smart Locker solution provides a flexible handover point. The mailroom places the shipment in an assigned compartment once, while the recipient collects it independently within the specified period.
Access can be provided using a PIN, QR code, NFC or employee ID card, for example. This ensures that only the authorised compartment opens. In addition to parcels, keys, IT devices, tools, spare parts and personal protective equipment can also be made available in a controlled manner.
The mailroom avoids repeated journeys and is no longer dependent on the recipient being present at the time of handover. At the same time, the employee receives a notification and can incorporate the collection into their own workflow more easily.
One Tracking System for Both Handover Methods
Whether a shipment is handed over personally or placed in a Smart Locker, its internal journey should not become invisible after it leaves the mailroom. COSYS shipment tracking documents the individual processing steps using corresponding status updates.
This shows whether a shipment is still being received, has already been assigned to a delivery route or is ready for collection in a locker compartment. Once it has been handed over personally or collected independently, the completion of the process is also documented. Enquiries about the whereabouts of a parcel can therefore be answered more quickly.
Keep All Shipment Information in One Central Place
In a provided web application (WebDesk), the data recorded on mobile devices is brought together centrally. The mailroom can view current parcel statuses and shipment histories, as well as search for individual shipments or recipients. Stored signatures and other proof of handover can also be accessed when required.
The WebDesk additionally supports the management of users, permissions and master data. It therefore provides more than an overview of ongoing shipments. Companies also receive a central foundation for organising personal deliveries and Smart Locker handovers consistently.
Introduce the Hybrid Model Strategically
The suitable handover method depends on the actual process. Companies should therefore examine shipment volumes, recipient availability, walking distances, shipment types and documentation requirements. A defined pilot area can then be used to test which shipments can be issued reliably through a Smart Locker.
While urgent, sensitive or particularly large shipments continue to be delivered personally, suitable standard deliveries are placed in the Smart Locker. COSYS digitally maps both methods and ensures that choosing flexible collection does not come at the expense of traceability.
Fewer Journeys Without Abandoning Personal Handover
Smart Lockers do not completely replace personal delivery. They reduce the burden precisely where a direct handover provides no additional benefit. Combined with digital internal mail distribution, shipment tracking and the WebDesk, they create an end-to-end process that gives employees greater flexibility and relieves the mailroom of avoidable delivery attempts.
Tip:
For high-value or visibly damaged shipments, COSYS photo documentation can record their condition upon receipt or handover. This allows damage and irregularities to be assigned to a specific stage of the process.
