In order to log packages for other users, you must have one of the following administrator roles in Calven:
- Global Administrators can manage packages in backoffice and change mailroom configuration settings
- Mailroom Administrators can manage packages in backoffice, but cannot change mailroom configuration settings
Enabling mailroom in your offices
To enable mailroom, head to backoffice.calven.com/mailroom and under the settings tab, click to enable the offices you'd like to log packages at.
Once you've enabled the mailroom feature, you'll still need to create and name mailrooms within each office. If your office has more than one location where packages are logged and stored, you can specify them here:
Designating mailroom administrators
To designate mailroom administrators, head to backoffice.calven.com/people. Select the people you'd like to designate as admins, and use actions > edit roles to apply admin roles to the people you've selected.
Logging packages for recipients
Currently, logging mailroom packages is only possible on the Calven app for iOS devices. Android support coming soon...
As a Calven mailroom administrator, you'll be able to log packages to mailrooms in your office. To log a package, open the Calven mobile app and use the menu button see actions and resources for your office.
Tap the Log Packages button to open mailroom and start taking photos of each package's label. As you take photos of all the packages to be logged, Calven will automatically scan them and select the right recipient in order to save you time.
Tap on a package to edit the details or add notes, and then use the Log Packages button at the bottom of the screen to enter them into the system and notify the appropriate recipients.
Tracking & managing packages
When a package is logged, the recipient will be notified via
- A push notification from the Calven app
- A Slack/Teams notification
- An email notification
Recipients will be able to mark their packages as picked up from the Calven mobile app, or via the mark as picked up button included in emails and Slack/Teams notifications.
Admins can also see the status of all logged packages via the packages tab in Mailroom. Click on a package to make changes to it's details, or manually update it's status.
Receiving packages that arrive for you
When a package is logged for you in mailroom, Calven will notify you via multiple channels:
- Push notification
- Slack / Teams message (if your organization has configured it)
Calven will notify you about your package when it's initially logged - then you'll receive a reminder once per week (either on Monday if fully remote, or the first in-office day each week), until the package is marked as picked up.
If you're unable to pick up the package, mailroom administrators can also mark packages as picked up, or returned to sender from Calven Backoffice.
If your mailroom admin has left you any notes, they'll be visible to you on the package details page. You can also choose to mark a package as incorrect recipient if it was logged for you incorrectly.
