Welcome to PASS Mailroom


A post room tracking system that adapts to your current practices and automates the whole process of logging, moving, delivering , collecting , notifying and tracking all your mail items

>

mailroom flowchart

 

     

    Features

  • Fast recording receipt of incoming items
  • Automatic email advice to recipients
  • Electronic signatures for collected and/or delivered mail
  • Automated barcode labelling if there is no barcode on the item
  • Multiple sites combined to central database
  • Instant local or cloud based reports
  • Covid-19 Quarantining and parcel release
  • Covid-19 Social distance parcel collections    
OVERVIEW: Mailroom is an internal mail tracking system, a parcel tracking system, a file tracking system and a document tracking system all in one. It logs incoming mail and outgoing mail and delivers it with proof of delivery using PDAs and barcodes. It is used by companies, universities, colleges, the NHS and local government institutions. The mailroom software is multi-user and can be used across multiple sites. Company mailroom systems vary from company to company depending on the office block or site logistics. The mailroom software deals with all situations whether mail is collected from postrooms or deliveries are made by van, external carrier or mail trolleys.
OPERATION: At the central postroom the mail is given a barcode if it doesn’t have one already and then pigeonholed for collection or sorted in bundles for delivery by mail carts. Portable data capture terminals are used to capture signatures for proof of delivery and these then form part of the record for that item making it easy to track its movements in the event of loss. Companies will tend to use delivery systems with mail carts whereas educational establishments tend to use collection systems with pigeonholes in the post room. PASS Mailroom handles both.
SYSTEM:The PC software is for Windows 7 and 10 and uses Android and Windows mobile PDAs to track the mail. Thermal printers such as Zebra, Honeywell, Cab and Dymo print the barcodes using our own integrated software.

Pigeonhole Collections

pgeonhole collections flowchart

Internal labelling is done automatically on receipt of goods. Carrier barcodes can also be used. An email requesting collection is sent to the recipient automatically. On hand over of the item the signature is captured on a signature pad at the PC or with a PDA

signature capture pad

The details can be quickly retrieved and emailed to enquirers on request.

Trolley Deliveries

mail trolley deliveries

A PDA is used to record the delivery of the items to their recipients. These signatures are displayed as part of the items tracking record. The system can work in either batch mode where there is no signal or wireless or with GPS. The system does not rely on external cloud servers but on the company terrestrial private network to maximise security.

pda

Mailbag deliveries

mailvan delivery

When mail is received in the central mail depot and needs rerouting to other sites it is put in mailbags then on vans and the movement of the whole bag and its contents is recorded with a single scan. At the receiving office the delivery to reception is recorded again with a single scan and again on delivery to addressee.

Barcode Equipment

barcode printer

The software for both label printing, PDAs and signature capture pads is free and included in the PC software. The PDAs can be Android or Windows mobile. Any barcode label printer with a Windows driver will work - Zebra, Dymo, Honeywell, Cab, Epson, TSC and many others