---
title: "Senders and Recipients Guide"
description: "Senders and recipients are the core contacts in Sistrack. Every shipping order needs: A sender: Who ships the package"
url: https://sistrack.com/en/docs/contacts/guia-remitentes-destinatarios/
category: contacts
section: docs
updated: 2026-07-25
---


*Markdown version for agents. This page on the web: https://sistrack.com/en/docs/contacts/guia-remitentes-destinatarios/*


# 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](/en/docs/organization/guia-configuracion/) 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

| Field | Description | Required |
|-------|-------------|-------------|
| **ID Number** | National ID, tax ID, etc. | No |
| **Name** | Full name of the person or company | Yes |
| **Phone** | Main contact number | Yes |
| **Email** | Email address | No |

### Address Information

| Field | Description | Required |
|-------|-------------|-------------|
| **Address Line 1** | Street, number, building | Yes |
| **Address Line 2** | Apartment, floor, references | No |
| **Neighborhood** | Area or neighborhood | Depends on country |
| **State/Department** | Main administrative division | Yes |
| **City/Municipality** | Specific locality | Yes |
| **Postal Code** | Postal area code | Depends on country |
| **Country** | Set automatically | Automatic |

### Geographic Location (Optional)

| Field | Description | Use |
|-------|-------------|-----|
| **Latitude** | Geographic coordinate | For precise map location |
| **Longitude** | Geographic coordinate | For precise map location |

---

## 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:

| Country | Neighborhood | Postal Code |
|------|----------------|---------------|
| Mexico | Yes (required) | Yes (5 digits) |
| Colombia | Optional | Yes (6 digits) |
| United States | No | Yes (5-digit ZIP) |
| El Salvador | No | No |

---

## 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

| Action | How to do it |
|--------|--------------|
| **Create** | From the contacts module or while creating an order |
| **Search** | By typing name, phone, or email |
| **Edit** | From the list, edit button |
| **Delete** | From the list, with confirmation |
| **Import** | Using the Excel template |

---

## Next Steps

- [Set up your organization](/en/docs/organization/guia-configuracion/) to enable the localization system
- [Create your first order](/en/docs/orders/guia-creacion-ordenes/) using your contacts
- [Learn about rates](/en/docs/pricing/como-funcionan-las-tarifas/) applied based on addresses

---

*Need help? Contact technical support.*