How Vita Student Efficiently Handles 24/7 Parcel Management

Vita Student, Vita Group’s flagship brand, was established in Liverpool in 2012. Since its inception, it has grown into a thriving community, with over 10,000 beds across the UK.

At its core, Vita Student offers luxury, serviced student accommodation. Students enjoy top-tier amenities, including fully furnished apartments, gyms, and bookable spaces. Beyond the amenities, Vita’s mission is clear: “To create environments in which people can flourish.”

Students receive 24/7 support, a packed events calendar, and essential services like housekeeping and parcel management. However, managing parcels, especially during peak times, had become a significant challenge for Carly and her team.

The Challenge:

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Manually managing parcel deliveries proved time-consuming and prone to errors, particularly during busy seasons like Black Friday and Christmas.

• High Parcel Volumes: Daily deliveries averaged around 80 parcels, spiking to over 100 during peak periods.
• Manual Logging: Each parcel had to be logged by hand and cross-referenced with a resident list.
• Address Confusion: With multiple buildings at Circle Square, parcels were often delivered to the wrong location.
• Time-Consuming Deliveries: Initially, parcels were left at residents’ doors. Due to security concerns, the team switched to delivering parcels directly into rooms, which was inefficient for a 16-floor building.

Even on slower days, Carly found herself constantly shifting her focus to parcel management.

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The Process:

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Carly and her team implemented Parcel Tracker with minimal disruption. The IT department collaborated with Parcel Tracker’s team to ensure a smooth setup.

• The team uploaded a single spreadsheet with all recipient information to automate recipient verification.
• The team attended online training sessions held by Parcel Tracker
• iPads were configured in kiosk mode for self-service parcel collection.
• Mobile phones were synced with the app for quick parcel scanning.

The setup was completed in no time, and the team was ready to roll.

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The Solution:

With Parcel Tracker, parcel management became faster, more accurate, and more convenient:

• Instant Parcel Logging: Parcels are scanned upon arrival using the Parcel Tracker app, which automatically retrieves the recipient’s name, room number, and building information.
• Unique Parcel Identification: Each parcel is assigned a unique identifier to ensure it reaches the correct recipient.
• Automated Notifications: Recipients receive an instant email notification with a QR code as soon as their parcel is logged.
• Self-Service Collections: Using the kiosk system, residents can collect their parcels at their convenience by scanning their QR codes and signing them out.
• Photo Verification: The team can take photos of parcels to help track missing items and assist residents in locating their deliveries.

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The Result:

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Parcel Tracker has saved Carly’s team countless hours previously spent on manual parcel management, allowing them to focus more on supporting residents and enhancing the student experience.

The time saved has allowed the team to provide better customer service, leading to an increase in rebookings and overall resident satisfaction. Parcel Tracker didn’t just simplify parcel management. It helped Vita Student focus on what matters most: creating a community where students can thrive.

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