How it works
Using deliveries in WhosOnLocation makes the dropping off of deliveries and getting them to the right people as easy as possible. By enabling deliveries in your Sign In/Out Manager, receptionists, security guards, or any Sign In/Out Manager can automatically send a message to the recipient providing details of the delivery directly from WhosOnLocation.
The recipient receives a notification letting them know their delivery has arrived and whether a signature is required or not.
Enable deliveries in Sign In/Out Manager
To enable deliveries:
- Go to Locations, then select the location from the drop-down list.
- Select Sign In/Out Manager.
- Select the Deliveries tab.
- Select the checkbox next to Enable Deliveries.
- Choose your delivery types: parcel(s), mail, flowers, food. Remove any of these types by clicking the X in the options box, or enter any new types by typing in the field.
- Set up your recipient notifications (see below)
- Click Save.
Set up notification recipients
There are two types of notification recipient settings: Multiple People Delivery and Single Person Delivery.
Multiple people delivery
A Sign In/Out Manager will select this option if the delivery is for more than one person, e.g. the Marketing Department, the Company, or if the person is unknown.
People set up to receive these notifications will also receive a notification for Single Person Deliveries. This acts as a failsafe in case the selected person does not have the necessary details (email address or mobile number) in WhosOnLocation to receive a notification. The two notifications received will be notably different to avoid any confusion.
You can choose up to three employees and one non-employee to receive these notifications, and you must set up at least one recipient.
To choose an employee to receive this notification, click on the Send to this employee field, start typing the employee's name, then select them from the dropdown menu. Select how you want this employee to be notified (Email and/or text) by ticking the box next to the option.
To set up a non-employee, simply add their email address and/or mobile number into the Send to this non-employee fields.
Single person delivery
A Sign In/Out Manager will select this option if the delivery is for one person who is an employee in the system.
Simply choose the notification types (email and/or text) you want the recipient to receive by ticking the box next to the option. As long as the recipient has the necessary information (email address or mobile number) entered into WhosOnLocation they will receive a notification and, as a failsafe, the Multiple People Recipients will also receive a notification about the delivery.
This section gives you the ability to add additional fields to be answered when an item is being delivered. These are used in less common circumstances and are therefore optional extras instead of required for all deliveries:
- Sender - The person or company that has sent the delivery.
- Tracking Number - The tracking number listed on the package.
Information captured from additional fields will be included in the Deliveries report.
Set up translations
When the multi-language add-on is enabled, you can add/edit translations for the delivery types.
To add/edit a translation for deliveries:
- Click Edit Translations at the bottom of the page. A translation widget will pop up on-screen.
- Click Select Language, then choose the language to translate.
- Enter the translations.
- Click Save Changes.
Once set up, you can start entering deliveries in Sign In/Out Manager.