To create a driver account which will give the driver login and password for using the Shipox driver app.

Step 1 – From the main menu in the admin backend select the drivers page

Step 2 – Select the add button on the Top right corner of the screen

Step 3 – Fill in all the details press submit to create the driver account

Note – The driver account CANNOT be created directly from the Shipox driver app

To add a vehicle in the system so that it can be linked to a drivers account.

Step 1 – To add a new vehicle select the Vehicles page from the main menu in admin backend

Step 2 – Select the add button on the top right corner of the screen

Step 3 –  Once the details are entered and verified press submit button to create a Vehicle

Creating a warehouse for using them during batch order updates of “In sorting warehouse” and  “In transit”.

Step 1 – To add a new warehouse select the main menu in the admin backend and click on warehouse

Step 2 – Select the add button on the top right corner of the screen

Step 3 – Enter the details and once verified press save button to create the warehouse

1. To update the settings and profile of your customers, click on the customers from the menu on the left side

2. Click on any of your users to make your changes

3. Details – Update the profile of your customer

4. Finance Settings – Update the finance settings of the customers

5. Contract Owner – Assign the contract owner for this  custome

6. Sales Person – Assign the sales person for this customer

7. Company – Update the company details & check the box below

8. Contract – Upload the contract agreed with the customer  for future reference

9. Delivery charge payment options – Update the charge  options you want to provide the customer

10. Credit Limit – Set the credit limit for the customer

11. Option to settle the due service charge – Invoice end of  the month or deduct from the COD

12. COD Fee – If you want to charge a COD handling fee for  the customer

13. Auto Dispatch setting- If you want to enable the option  of auto dispatch based on the package

14. Extra kg rate – If you want to charge customer for  additional kg

15. Bank transfer fee – If you want to charge the customer  bank transfer fee

16. Packages – Set custom rates for a specific customer

17. Communication Setting- Set custom communication  setting as per the customer requirement

18. Call timing settings – Set the call timing options for the  drivers to call the sender or recipient based on the  requirement of the customer

To set up the communication settings so that the system can automatically trigger SMS, Emails or Push notifications based on Targets or Events.

Step 1 – Go to the settings page in the main menu

Step 2 – Select the communications settings option

Step 3 – Select the options Target (sender, recipient, driver etc) or Events (Dispatched, out for delivery, Picked up etc)

Step 4 – Select the Status or Target you want to add the message for

Step 5 – Fillup the details and submit

1. The name of the message, for your reference in the settings page.

2. This will be the name under which the recipient receives the SMS in their phone. eg – SHIPOXAPP.

3. Type the message you want to send. This can include free text, variables and date methods.

4. The variables to be added to the message. E.g. the order  link, tracking link or any data that has to be pulled from  the actual order

5. The formats for the functions in date and time

Note – Check https://shipox.com/support/communication-templates-examples for examples of templates

Event – Order created
Template – Hola, we have got your order. Kindly click on the below link to update us with your location for quicker delivery.   ${public_delivery_update_location_link}
Notes – For the sender, kindly rephrase if sent to a recipient.

Event – Assigned to driver
Template – Good news! Our driver is on his way to pick up the order ${order_code}. Kindly keep it packed and ready to avoid further delays. You can reach the  driver at ${driver_phone_number}
Notes – For the sender, kindly rephrase if sent to a recipient.

Event – Picked up
Template – Yippee! Your order # ${order_code} was  picked up by  ${driver_name}.
Notes – For Sender, kindly rephrase if sent to a recipient.

Event – Dispatched
Template – Dear ${recipient_name}, parcel  ${order_code}  is with ${driver_name} and will reach  you today.
Notes – For the recipient, kindly rephrase if sent to the sender.

Event – Out for delivery
Template – Dear ${customer_name}, parcel  ${order_code} is out for delivery with ${driver_name}.  Track it NOW https://demo-my.shipox.com/track?id=  ${order_code}
Notes – For recipient, kindly rephrase if sent to sender.  Highlighted space to be filled with customer URL.

Event – Delivered
Template – Yay! The parcel # ${order_code} has been  Delivered to ${actual_recipient} at ${delivery_time}.  Please rate the delivery service here  ${public_customer_feedback_link}
Notes – For recipient, kindly rephrase if sent to sender.

Event – Delivery Rejected
Template – Your order #${order_code} from  ${sender_name} has been rejected. Kindly let us know if you have any queries.
Notes – For the recipient, kindly rephrase if sent to the sender.

Event – Delivery failed
Template – Oops! Looks like we missed you. We were not able to deliver your order. The update given by our agent was – ${order_status}. We will reattempt the delivery tomorrow.
Notes – For recipient, kindly rephrase if sent to the sender.

Setting up a default delivery charge for orders in the old model

Step 1 – To update the default prices of the shipment, in the main menu select “Packages”

Step 2 – Select the pickup & drop off city from the dropdown list

Step 3 – It will open the page which highlight the rates based on  pickup and drop-off location

Step 4 – If you wish to make changes to the prices, select the  pricing of the service type & weight category you would  like to update

Setting up delivery charge for a specific customer.

Step 1 – Select the customer page from the drop down list

Step 2 – Select the customer from the search bar and open the settings page by selecting the ID

Step 3 – Goto the packages tab from the page

Step 4 – Select the pickup and drop off location from the  dropdown tab

Step 5 – Select the pricing of the service type & weight category  you would like to update

Step 6 – Edit the required changes and press submit to save and  update the changes

To upload multiple orders through CSV for other customers from the admin backend.

Step 1 – To upload the orders for the customer select Upload orders from the main menu

Step 2 – Select the customer from drop-down list and press submit

Step 3 – To create an international order, please uncheck the  Domestic order box and download the international order template.

Step 4 – Enter the customer details using the dropdown list in the template. Please note: The drop-down fields have to be chosen from the option in the drop-downs and not typed or pasted.  All the drop-down fields are mandatory and if not filled can result in the system not accepting the upload

Step 5 – Select and upload the template once the required details  are complete

Step 6 – Press publish button to publish, publish again and wait for the numbers in pending moves to created

NOTE – If the system is not responding, please download a fresh template from the system and fill again. If you are uploading orders which have the same sender location, then copy the filled up the first row and paste it in the number of rows corresponding to your orders in order to help in quick uploads

To view how much COD is pending with each driver and to collect it from them.

Step 1 – Go to the Finance orders page in the admin backend

Step 2 – You can see all the finance information

• To be collected – Orders yet to be delivered
• Collected – Orders delivered and cash with driver
• With Cashier – The cash collected from the driver and with the cashier
• With bank – Cash updated as “with bank” by the cashier after he had deposited the cash to the bank

Step 3 – To check the cash pending from a specific driver, go to “collected” tab and filter the page with that specific driver’s name.

Step 4 – Once the pending cash is received from the driver, select all the orders and “batch COD status update” as With Cashier

Note 

• If there are any public service charge collected by cash from the recipient or sender the amount DOESN’T show up as pending with driver. Please calculate manually
• To view the details in this page and to successfully make any updates the user should have the roles “role admin, finance admin, finance user, finance receivable”

https://youtu.be/yENddsTidII

Updated the order by mistake? Goto “Order exception” page to create a new exception. This will return the order to its previous status

Note:

Once the COD status is collected and updated as “with cashier” you cannot create an exception.

You cannot create 2 exceptions for the same order number.

Time slots are created to allow customers to choose an available time for pickup or delivery. The time slots are first created and then the created timeslots have to be set available based on service type.

Create timeslot

Step 1 – To create timeslot Goto “timeslots” page in the admin backend

Step 2 – Select the add button on the top right corner of the  screen to open create timeslot tab

Step 3 – Once the details are entered and verified press submit  button to create the timeslot

Create timeslot availability

Step 1 – Set the availability based on the timeslots created

Step 2 – Select the add button on the top right corner of the  screen to create a timeslot availability

Step 3 – Once the details are entered and verified press submit  button to create the timeslot

Note – If multiple timeslots are created for both pickup and delivery they will be visible for the clients at the time of order creation

This rule is to enable auto dispatch of orders once they are picked up. The driver does not have to wait for the dispatcher to dispatch the order.

Step 1 – Go to Settings dashboard -> Allocation rules -> Create a new rule

The rule for single condition

The rule for multiple conditions

Note – Please make sure you pay attention to the OR & AND in the rule.

https://youtu.be/2vRM3mYkyQk

Adding a user to create a login for the admin backend.

Step 1 – To add a user Goto “user” page in the admin backend menu

Step 2 – Click the plus (+) at the top corner

Step 3 – In the popup window fill in the details and submit

Note – Role Admin is a mandatory role for all users who wants to log in to the admin backend

https://www.youtube.com/watch?v=qhockkUcZsE

Confused as to what roles to give for users? Check ->

Adding a customer account cannot be done from the admin backend. It has to be done from the signup page of the customer URL

If there is a client who is a regular and wants to invoice them every month, set exclusive pricing or wants to do integrations they have to be made a merchant in the system.

Step 1 – Go to customers page & select the customer you want to change to merchant

Step 2 – Go to the Finance settings tab (every box has to be submitted one by one)

Step 3 – Go to the Details tab

Note – To make changes in this page the user should have the roles “Company admin”, “Contract owner”, “Sales representative”, “Role merchant”. Without these roles, there will be an error when trying to submit any changes.

https://www.youtube.com/watch?v=eK8bLyAC0GY

This is to set up the various service charges in the system which will be attached to the orders created by the respective customers/country/city

Step 1 – Goto Package rules page in the admin backend

Step 2 – Create a rule and add prices. The rule can have multiple conditions. It could be a rule for the service charge applicable to a Customer/City/Country.

Note – To add a rule and save it the user should have “role package admin”.

             If there is proximity allocation enabled, then please leave the supplier field blank

To create a login for the supplier backend you should first create a supplier and then a supplier login.

Create a supplier

Step 1 – Goto Supplier/Hub page in Admin backend

Step 2 – Create a supplier by filling the mandatory fields

Creating a supplier login

Step 1 – Goto Supplier user/Hub user page in Admin backend

Step 2 – Search with the supplier login email added while creating the supplier and then open the ID to set a password for the login

Use the above-created login and password to login to the supplier backend and start creating other users and drivers for the supplier directly from the supplier backend. The users and drivers created under a supplier backend will have access only to that supplier. Example supplier backend URL – supplier.companyname.com

To return a shipment back to the seller/sender/customer. This is done after the shipment delivery was unsuccessful or rejected

Step 1 – The shipment has to be the first batch updated as “in sorting warehouse”. This is to remove the shipment from the drivers’ name and to say it’s received in the warehouse.

Step 2 – The shipment has to then be batch updated again with status as “To be returned” and keep it aside

Step 3 – When returning the shipments batch update all the shipments to “Out for return” and assign it to a driver

Step 4 – When the shipments are returned back to the seller the driver can update as delivered from the driver app or it can be batch updated as “Returned to origin” from the admin backend

Note – A manifest can be used to take signatures upon return for bookkeeping. How to take a manifest? -> https://shipox.com/support/batch-orders-update

By default, the order number is generated by the Shipox system. So the order number generated by the clients’ site or company will be the reference number in Shipox system. When you want the reference number of the client to be the Shipox order number as well then follow the below

Step 1 – Go to the customers’ page in the admin backend and select the customer

Step 2 – Select the “Has own AWB” option and save

Note – While creating a reverse order for the customer please don’t use the old order number as ref# as it will duplicate the old order. To create a return order please create a separate customer account with the above feature disabled.

This is to pay to the client the collected COD and invoice them for the delivery charge if any

1. Creating a transfer request

Step 1 – Go to the Finance settlements page in the admin backend

Step 2 – Select the customer and the date range

Step 3 – Select the orders to which the COD is transferred and create a transfer request

Step 4 – Fill in all the details and submit. The statement can be downloaded for mailing to the client.

2. Updating the transfer request

Step 1 – After the transfer request is created, Go to the Customer COD transfers page in the admin backend

Step 2 – A unique transfer request ID is created and will appear under “Pending”

Step 3 – Select the ID and choose the edit option to change the status of the request

Step 4 – The status can be used based on the accounts process followed.

• Pending – When the transfer request is created
• Approved – When the accounts team cross verify and approve the created request
• Payment confirmation – When the payment is initiated to the client by the accounts team
• Completed – When the client confirms they have received the transferred payment

Note – The User must have the roles “Role finance user, Role finance admin, Role finance payable, Role admin” to make the above changes

https://youtu.be/PExv7dn-Jcg

Restricting users visibility based on their roles

While creating the users add the roles based on the users’ functionality in the operations. All the users should have “ROLE ADMIN” as a mandatory role to get access to the admin backend. The rest of the roles are based on the visibility they should have. Below are the roles for each function

Dispatcher – Role Admin / Role dispatch

Customer Support – ROLE ADMIN / Role customer support

Sales or Account manager – ROLE ADMIN / SALES_REPRESENTATIVE / CONTRACT_OWNER / COMPANY_ADMIN /

Operations Management team – ROLE ADMIN

Station cashier – ROLE ADMIN / FINANCE_ADMIN / FINANCE_USER / FINANCE_RECEIVABLE

Accounts Team – ROLE ADMIN / FINANCE_ADMIN / FINANCE_USER / FINANCE_RECEIVABLE

Roles & definitions

ADMIN – This role should be assigned to the user to access the admin backend. *Mandatory

RULE_ADMIN – This role should be assigned to the user to create and change the rules in the admin backend. Eg: Allocation rule, proximity rule etc.

PACKAGE_ADMIN – This role should be assigned to the user to set the delivery charges for the customer.

AREA_ADMIN – This role should be assigned to the user to create and edit areas.

ADMIN_VIEWER – This role should be assigned to the user who will have the  option to view the admin backend but will not be able to create or edit any changes

SUPPLIER_ADMIN – This role should be assigned to the user who will be the admin for your 3PL.

COMPANY_ADMIN – This role is assigned to the company admin of the merchant/customer account.

DISPATCH_ADMIN – This role should be assigned to the user who will be setting the dispatch rules for your organization. Eg: Auto dispatch for certain customers.

USER – This role is required to access the customer backend.

CUSTOMER – This role is required to access the customer backend.

DRIVER – This role is assigned to the drivers of the organization.

MERCHANT – This role should be assigned to the merchants under your organization.

SUPPLIER_BASIC – This role should be assigned to the 3PL providing  delivery service on your behalf

CONTRACT_OWNER – This role should be assigned to the user to access the customer details and update the company and contact information.

ROLE_CUSTOMER_SUPPORT – This role should be assigned to your customer support team.

Role_DISPATCH – This role should be assigned to the dispatchers of your organization.

SALES_REPRESENTATIVE – This role should be assigned to the sales representative of your organization.

MARKETPLACE_ADMIN – This role is assigned to the super admin of the account.

RADAR_VIEWER – This role should be assigned to the user to view the drivers realtime on the driver tracking tab.

FINANCE_ADMIN – This role should be assigned to the user who will have the option to admin the finance backend but will not be able to create or make any changes.

FINANCE_USER – This role should be assigned to the users who will have finance access to the system.

FINANCE_RECEIVABLE – This role should be assigned to the users who will be handling the receivable part of the COD.

FINANCE_PAYABLE – This role should be assigned to the users who will have be handling the payable part of the COD.

How to create a user? -> https://shipox.com/support/adding-a-user

To create a single order from the admin backend.

Step 1 – Select the “+” in the orders page

Step 2 – The order form opens up. Fill up all the mandatory fields and submit

Step 3 – Once all the above shown mandatory fields are filled, submit the order. The order will not be possible to submit if you miss out any mandatory fields.

Note – It’s much preferred to create single orders through the customer backend as it has a much simpler order form.

Creating a single order in customer backend – https://shipox.com/support/single-order-creation/

To customize and add additional filter tabs to the orders page.

Step 1 – Click on the “settings” icon in the orders page

Step 2 – Add/Remove/Edit the required filters. Click on each filter to add the filtering parameters.

Step 3 – Select/Add a filter to fill in the parameters and to name it.

Note – When the “Fast search” mode is disabled the custom filters will not work.

To assign orders to a driver or supplier without any manual intervention. There are 2 types of auto allocation

1. Allocation by Proximity

2. Allocation to dedicated drivers

1. Allocation by Proximity

This allocation is to assign an order to the nearest available driver.

Step 1 – Open Settings dashboard page from the admin backend

Step 2 – Select allocation rules

Step 3 – Click on the plus symbol to create a new rule

Step 4 – Choose the appropriate options

Step 5 – Add the rules for the allocation and save

2. Allocation to dedicated drivers

This allocation is to assign an order to a specifically dedicated driver. So whenever an order is created based on the rule the order will immediately get assigned to the said driver.

Step 1 – Open Settings dashboard page from the admin backend

Step 2 – Select allocation rules

Step 3 – Click on the plus symbol to create a new rule

Step 4 – Choose the appropriate options

Step 5 – Add the rules for the allocation and save

When an address given while creating the order is not correct or incomplete the order lands in the “Bad Addresses” page. To update the right address or to mark it as “Good address” there are 2 ways

1. Customer care 

2. Communication setting

1. Customer care

The customer care team can call the customer to update the address or mark it as “good address”

2. Communication setting

An SMS or Email can be triggered by communication settings for the customer to update the address through a link. This can be set by adding the trigger type as “bad recipient address or bad sender address”

How to set up communication settings? -> https://shipox.com/support/communication-settings/