Senders and Recipients Guide

Introduction

Senders and recipients are the core contacts in Sistrack. Every shipping order needs:

• A sender: Who ships the package
• A recipient: Who receives the package

Both types of contacts are managed identically in the system, letting you create, edit, view, and delete records.

Importance of the Country Setting

Before creating senders or recipients, it’s essential that your organization’s country is correctly set up in the Organization section.

Why is it so important?

The country configured in your organization activates the Smart Localization System, which:

1. Automatically loads the states/departments of the country
2. Loads the municipalities/cities for each state
3. Adapts the address fields based on the country
4. Validates postal codes in the correct format

Example of the Smart System

If your organization is in Mexico:

• When creating a contact, the system loads Mexico’s 32 states
• Selecting “Jalisco” shows all municipalities in Jalisco
• The postal code is validated with 5 digits

If your organization is in Colombia:

• The system loads Colombia’s 32 departments
• Selecting “Antioquia” shows all municipalities
• The postal code is validated with 6 digits

Contact Data

Senders and recipients share the same information fields:

Personal Information

Address Information

Geographic Location (Optional)

How Address Fields Work

Dependent Fields

Address fields work in a cascade:

1. Country → Set automatically based on your organization’s configuration
2. State/Department → Loads the available cities when selected
3. City/Municipality → Depends on the selected state

Practical Example

1. Country: Mexico (automatic)
   ↓
2. State: You select "Nuevo León"
   ↓
3. City: Options appear → You select "Monterrey"
   ↓
4. Postal Code: You type "64000"

Fields That Vary by Country

Some fields are shown or hidden based on the country:

Creating a New Contact

From the Contacts Module

1. Go to Senders or Recipients in the menu
2. Click “New” or “Create”
3. Fill in the form:
   • Personal information (name, phone, email)
   • Address (state → city → specific address)
4. Click “Save”

From Order Creation

You can also create contacts directly while creating an order:

1. In the Sender/Recipient step
2. Click "+ Create Sender" or "+ Create Recipient"
3. A popup form (modal) opens
4. Fill in the details and save
5. The contact is automatically selected

Searching Contacts

Quick Search

While creating an order, you can search existing contacts:

1. Type in the search field (name, phone, or email)
2. A list of matches appears
3. Select the desired contact
4. The data loads automatically

Available Filters

In the contacts list you can filter by:

• Name
• City
• State
• Creation date

Editing a Contact

1. Find the contact in the list
2. Click “Edit” or the edit icon
3. Modify the necessary fields
4. Save the changes

Editable Fields

You can modify all of a contact’s fields, including:

• Personal data
• Full address
• Location coordinates

Impact on Existing Orders

Changes to a contact don’t affect orders already created. Each order stores a copy of the contact’s data at the time it was created.

Deleting a Contact

1. Find the contact in the list
2. Click “Delete” or the trash icon
3. Confirm the deletion

Considerations

• Contacts with associated orders may have deletion restrictions
• It’s recommended to check before deleting

Bulk Contact Import

To add many contacts at once, the system includes a step-by-step import wizard:

1. Go to the Senders or Recipients module
2. Click the “Import” button — the wizard opens
3. Upload your file in Excel (.xlsx, .xls) or CSV format; if you prefer, first download the sample template
4. Match the columns: the wizard automatically detects which column in your file corresponds to each field (name, phone, email, address…) and shows you a live preview; you can manually adjust any column
5. Choose what to do with duplicates: skip them or update existing contacts with the file’s data
6. Review the validation summary: how many rows are valid, which have errors, which are duplicates, and which have warnings — you can download the full detail
7. Confirm the import and follow the progress on screen; you can leave the page and the process continues

Import Tips

• Only the name is required; the rest of the data can be filled in later
• If a row has an email with an invalid format, the contact is still imported without that email (it’s recorded as a warning)
• Duplicates are detected by ID, email, or name + phone
• A file can have up to 10,000 rows; for larger lists, split the file

Template Format

The template includes columns for:

• Name
• Phone
• Email
• Full address
• State and city

Map Location

If your organization has the Google Maps API configured:

Manual Location Selection

1. In the contact form, a map appears
2. Click the map to place a marker
3. The coordinates are saved automatically

Benefits of Location

• More accurate addresses for deliveries
• Integration with courier routes
• Better package tracking

Best Practices

When Creating Contacts

1. Use full names: Makes identification easier
2. Verify the phone number: Crucial for delivery
3. Be specific with the address: Include references
4. Select state and city: Don’t type manually if options are available

For Addresses

1. Use autocomplete: Select from the dropdown lists
2. Add references: “Blue house”, “Across from the park”
3. Include unit number: Apartment, floor, unit

For the Organization

1. Avoid duplicates: Search before creating
2. Keep data updated: Keep phone numbers and emails current
3. Use bulk import: To add many contacts

Frequently Asked Questions

Why don’t I see the cities for my state?

The system loads cities automatically when you select the state. If they don’t appear:

• Check that your organization’s country is set up correctly
• Make sure you’ve selected a valid state
• Contact support if the problem persists

Can I create a contact from another country?

The country is set automatically based on your organization’s configuration. For international shipments, check with the administrator about the available options.

Can senders and recipients share the same name?

Yes, they’re independent records. The same contact can be registered as both a sender and a recipient if needed.

What happens if I don’t find my city in the list?

The system has most cities/municipalities. If one is missing:

• Check that you selected the correct state
• In some cases you can type the name manually
• Report the case to support to have the city added

Do changes to a contact affect previous orders?

No. Orders store a copy of the contact’s data at the time of creation. Changes only affect future orders.

Can I import contacts from another system?

Yes, using the import feature with an Excel file. Download the template, adapt your data to the required format, and upload it to the system.

Summary

Next Steps

• Set up your organization to enable the localization system
• Create your first order using your contacts
• Learn about rates applied based on addresses

Need help? Contact technical support.