Organization Setup Guide

Introduction

The Organization section is where you configure your company’s fundamental data in Sistrack. This configuration affects how many other parts of the system work, from order creation to document generation.

It’s very important to set up this section correctly before you start using the system.

Configuration Sections

Organization configuration is split into two main areas:

1. General: Company data, country, timezone, currency, and visual customization
2. System: Operational settings like taxes, language, and display preferences

General Configuration

Basic Company Information

Company Logo

You can upload your company logo to customize:

• Shipping labels
• Customer receipts
• Generated documents

Logo requirements:

• Formats: JPG, PNG, GIF
• Maximum size: 2 MB
• Recommendation: square or rectangular image with a transparent background

Country Selection

Country selection is one of the most important settings in the system.

Why is it so important?

When you select your organization’s country, the system:

1. Enables the Smart Localization System

   • Automatically loads all states/departments/provinces for the country
   • Loads the corresponding municipalities/cities
   • Configures the correct postal code formats

2. Optimizes Sender and Recipient Creation

   • When creating a new sender or recipient, the address form adapts to the country
   • State and municipality fields fill in automatically
   • Postal codes are validated according to the country’s format

3. Configures Geographic Zones

   • The system can correctly identify zones for rate calculation
   • Shipping routes are configured according to the country’s geography

Available Countries

The system supports countries worldwide, with special support for:

• Mexico: Full states and municipalities
• Colombia: Departments and municipalities
• United States: States and ZIP codes
• Spain: Autonomous communities and provinces
• And many more…

How It Affects Address Forms

When you create a new sender or recipient:

1. The system detects the selected country
2. It shows the available states/departments
3. When you select a state, it shows the municipalities/cities
4. It automatically validates the postal code format

Example for Mexico:

• Country: Mexico 🇲🇽
• State: Jalisco
• Municipality: Guadalajara
• Postal Code: 44100

Example for Colombia:

• Country: Colombia 🇨🇴
• Department: Antioquia
• Municipality: Medellín
• Postal Code: 050001

Timezone

Timezone is fundamental to the system working correctly.

Why is timezone critical?

Consequences of an Incorrect Timezone

If the timezone isn’t configured correctly:

• ❌ Orders will show incorrect times
• ❌ Daily reports will include orders from the previous or next day
• ❌ The “today’s orders” count will be wrong
• ❌ Date-range filters won’t work properly
• ❌ Estimated delivery times will be inaccurate

How to Select Your Timezone

1. Search for your city or region’s timezone
2. Zones are sorted by difference from GMT/UTC
3. Common examples:
   • Mexico (Central): America/Mexico_City (GMT-06:00)
   • Colombia: America/Bogota (GMT-05:00)
   • Argentina: America/Argentina/Buenos_Aires (GMT-03:00)
   • Spain: Europe/Madrid (GMT+01:00)
   • United States (East): America/New_York (GMT-05:00)
   • United States (Pacific): America/Los_Angeles (GMT-08:00)

Currency

Select the currency you operate in to:

• Display prices correctly
• Generate financial reports
• Configure shipping rates

Common currencies:

• USD - US Dollar
• MXN - Mexican Peso
• COP - Colombian Peso
• EUR - Euro
• And many more…

Visual Customization

Color Palettes

You can customize the system’s appearance with predefined color palettes:

Customizable Colors

You can also adjust individual colors:

• Sidebar: Primary color, secondary, background, and text
• Content: Headings, text, secondary text
• Tables: Headers and text
• Buttons: Primary and secondary color

System Configuration

Regional Settings

Display Preferences

Show Declared Value on Labels

• Enabled: The content’s value appears on labels
• Disabled: The value isn’t shown
• Useful for: Insurance, customs, international shipments

Use Sales Number in Public Tracker

• Enabled: Customers can track using their sales/order number
• Disabled: Only works with the system’s tracking number
• Consideration: May affect privacy

Show Alphanumeric ID

• Enabled: Shows short IDs like “A7X-92” on documents
• Disabled: Only shows the full tracking number
• Advantage: Makes it easier to quickly reference orders

Recommended Setup Steps

For New Organizations

1. First: Configure the Country (enables the localization system)
2. Second: Configure the Timezone (for correct dates)
3. Third: Complete the Company Data
4. Fourth: Select the Currency
5. Fifth: Upload the Logo (optional but recommended)
6. Sixth: Adjust the System settings

Post-Setup Verification

After configuring, check that:

• The system time matches your local time
• Address forms show your country’s states
• The logo appears correctly in the preview
• The currency appears in the expected places

Frequently Asked Questions

Can I change the country after creating orders?

Yes, but it’s recommended to do so carefully. Existing orders will keep their data, but new forms will use the new country configuration.

What if my city doesn’t appear in the list?

The smart localization system has most municipalities. If one is missing, you can type the address manually in the corresponding field.

Do timezone changes affect previous orders?

No, previous orders keep their original dates. Only new orders will use the new timezone.

Can I use different currencies for different customers?

The configured currency is the system’s main one. For multi-currency operations, contact technical support.

How do I restore the default colors?

Select the “Professional Ocean” or “Modern Slate” palette to go back to standard colors.

Important Tips

1. Set up the country first - The entire localization system depends on this
2. Verify the timezone - Avoid issues with reports and dates
3. Keep data up to date - The information appears in official documents
4. Test the configuration - Create a test order to verify everything works

Next Steps

Once your organization is configured:

• Create your first order
• Configure your rates
• Learn about roles and permissions

Need help with configuration? Contact technical support.