How the University of York Saves Time With Parcel Tracker

The University of York, located in the historic city of York, England, is a prestigious university known for teaching excellence and commitment to quality research.

Once a college with just 100 students, York has grown exponentially to host 20,000 students from across the globe, organized into 11 colleges.

As one can imagine, managing the logistics of a large university campus is no easy task. At the University of York, parcel management falls under the purview of two teams: the receptionists and the mail and transport management team.

Rob and his team of receptionists oversee campus events, handle keys, and support the day-to-day needs of students and staff. Meanwhile, Nigel’s team in Mail and Transport management handles deliveries from couriers and assists in campus vehicle management.

Parcel management is a small part of their daily duties, but it was a bottleneck that created many struggles for both Rob and Nigel’s teams.

The Challenge:

Prior to implementing Parcel Tracker, the University of York relied on a fragmented parcel management system that presented significant struggles.

• Manual Parcel Lookups: Parcel information was stored digitally but required multiple steps to retrieve critical details such as size, sender, and courier. This time-consuming process hindered workflow efficiency.
• Inconsistent Processes: The old system often worked in tandem with additional tools, resulting in substantial manual labor and investigative effort. Logging and managing parcels was limited to one package at a time, further slowing operations.
• Duplicate and Outdated Records: Finding recipients with similar names or those who entered their names in reverse order was a recurring challenge. Additionally, the system continued to detect records of former students, complicating the search process.

Nigel and his team needed a solution that could unify and simplify parcel management, reducing manual labor and improving accuracy.

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The Process:

Transitioning to Parcel Tracker wasn’t without initial hesitation. The team was accustomed to their old system, but after a brief and comprehensive training session, they were quick to embrace the new platform.

• Bulk uploaded a spreadsheet with a list of recipients
• Attended the training sessions held by Parcel Tracker
• Conducted test runs with sample letters from the University mailroom

Nigel praised the support from Parcel Tracker, noting that any questions or issues were resolved in hours or even minutes.

To ensure a seamless transition, Parcel Tracker collaborated with York’s previous provider to migrate existing data into the new system.

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The Solution:‍

Parcel Tracker delivered tangible benefits across key areas:

• Efficient Parcel Logging: The York team now uses the Parcel Tracker app to scan parcel labels. The app captures all necessary details and automatically matches parcels to their recipients. What once required multiple manual steps can now be done in just seconds.
• Enhanced Parcel Identification: One of the standout features for Nigel’s team is the software’s ability to link parcel photos to their respective logs. This visual reference helps the team identify packages more quickly, reducing delays during collections.
• Automatic Notifications and Streamlined Collections: Once a parcel is logged, the system instantly notifies recipients. This automation has accelerated parcel turnaround times, ensuring students and staff collect their items promptly. As a result, the mailroom remains organized and free of clutter, allowing the team to manage incoming deliveries without overcrowding.

The Result:

Parcel Tracker fundamentally transformed how parcel management is handled at the University of York. By reducing manual tasks, speeding up processes, and improving communication, both Rob and Nigel’s teams now have more time to focus on other important aspects of their work. With Parcel Tracker, the teams are better equipped to handle the growing needs of a dynamic and expanding university campus.

Discover how Parcel Tracker can help your team save time and work more efficiently.