User Guide - Pickups Module

What Are Pickups?

Pickups are requests for a courier to pick up orders at a specific location before distributing them. It’s useful when you have multiple packages ready to ship from the same place.

Accessing the Module

1. Log in to the system
2. In the side menu, look for “Pickups”
3. Click to access the pickups panel

Main Panel

When you enter, you’ll see:

Stat Cards

Filters

• Search bar: Search by pickup number or address
• Status: Filter by specific status (Pending, Assigned, etc.)

Pickups Table

Shows all pickups with:

• Pickup number (e.g., REC-20241219-0001)
• Pickup address
• Contact
• Number of orders
• Requester (who created the pickup)
• Assigned courier
• Current status
• Waiting time

Creating a New Pickup

Step 1: Open the form

Click the "+ New Pickup" button in the top-right corner.

Step 2: Select orders

A modal will open with the orders available to be picked up.

Available filters:

• Search bar: Type to search by tracking number, sender, or recipient
• Period: Select the date range (last 7, 15, 30, 60, 90 days, or all)

To select orders:

• Click the checkbox on each order you want to include
• Or click anywhere on the row
• Use “Select all” to mark all visible orders

Note: Only orders that meet these conditions appear:

• Not assigned to another pickup
• Not yet delivered
• Not deleted

Step 3: Fill in the information

Tip: When you select the first order, the system auto-fills the sender’s address and contact.

Step 4: Create

Click “Create Pickup”. A unique number will be generated automatically.

Automatic Pickups

Some rates include picking up the package. When you create an order and choose one of those rates, you don’t need to create the pickup by hand: the system generates it automatically at the sender’s address.

How it works

1. When choosing the rate during order creation, you’ll see the “Pickup included” label on the option.
2. When you finish the order, the confirmation screen shows the “Pickup scheduled” card with the pickup address, date, and reference number.
3. The pickup appears on this panel with Pending status, ready to assign a courier, just like a manually created one.

Grouping by sender and day

If you create several orders from the same sender on the same day with a rate that includes pickup, they’re all grouped into a single pickup. This way the courier makes a single trip to that address instead of one per order.

Note: The “Includes pickup” option is set when configuring each rate. See the rates guide for more detail.

Pickup Statuses

1. Pending

• Meaning: The pickup was created but has no courier assigned
• Available actions: Assign courier, Edit, Cancel

2. Assigned

• Meaning: A courier was assigned and is about to start
• Available actions: Reassign courier, Edit, Cancel

3. In Progress

• Meaning: The courier is picking up the orders
• Available actions: Complete (courier only)

4. Completed

• Meaning: All orders were picked up successfully
• Available actions: View only

5. Cancelled

• Meaning: The pickup was cancelled
• Available actions: View only

Assigning a Courier

From the list:

1. Find the pickup in “Pending” status
2. Click the “Assign” button
3. Select a courier from the list
4. Confirm the assignment

From the detail view:

1. Open the pickup by clicking its number
2. In the actions section, click “Assign Courier”
3. Select the courier and confirm

Reassign:

If you need to change the courier of an already-assigned pickup:

1. Click “Reassign”
2. Select the new courier
3. The previous courier will be notified of the change

Viewing Pickup Detail

Click the pickup number (e.g., REC-20241219-0001) to see:

General Information

• Pickup number
• Current status
• Priority
• Creation date
• Requester

Pickup Information

• Full address
• Contact name
• Contact phone
• Notes/instructions

Assigned Courier

• Courier name
• Contact phone
• Assignment date

Included Orders

Table with all orders:

• Order ID
• Tracking number
• Sender
• Recipient
• Content description

Editing a Pickup

You can only edit pickups in Pending or Assigned status.

Editable fields:

• Pickup address
• Contact (name and phone)
• Priority
• Destination type
• Notes

Non-editable fields:

• Associated orders (shown for reference)
• Pickup number
• Status

To edit:

1. Open the pickup detail
2. Click the “Edit” button (pencil icon)
3. Modify the needed fields
4. Click “Save Changes”

Cancelling a Pickup

You can only cancel pickups in Pending or Assigned status.

1. From the list, click the cancel button (red X)
2. Or from the detail view, click “Cancel Pickup”
3. Confirm the action

Important: When you cancel a pickup, its orders become available to be included in another pickup.

Full Pickup Flow

1. CREATE         2. ASSIGN         3. START           4. COMPLETE
   ────►             ────►             ────►              ────►

Operator         Operator          Courier            Courier
creates the      assigns a         starts the         completes the
pickup           courier           pickup             pickup

Frequently Asked Questions

Can I add orders to an existing pickup?

Not manually: for standalone orders you need to create a new pickup. However, with rates that include pickup, the system automatically groups several orders from the same sender and day into a single pickup (see “Automatic Pickups”).

What happens if I cancel a pickup that has orders?

The orders are released and can be included in another pickup.

Why doesn’t an order appear in the available list?

The order may:

• Already be in another pickup
• Be marked as delivered
• Be deleted
• Be older than 30 days (adjust the period filter)

Can I assign the same order to multiple pickups?

No. An order can only be in one pickup at a time.

How do I know how long a pickup has been waiting?

The “Wait” column in the table shows the time elapsed since creation.

Who can create pickups?

Users whose role includes creating pickups. Generally operators and administrators.

Who can assign couriers?

Users whose role includes assigning couriers. Generally operators and administrators.

Why do I only see some pickups?

The system filters pickups based on your role:

• Administrators/Managers: See all pickups
• Sellers: Only see the pickups they created
• Couriers: Only see the pickups assigned to them

Why can’t I edit a pickup?

You can only edit a pickup if:

1. Your role includes editing pickups
2. You are the pickup’s creator, or your role lets you see all of them
3. The pickup isn’t completed or cancelled

Access by Role

Tips and Best Practices

1. Group orders from the same sender to optimize courier routes. With rates that include pickup, this grouping happens automatically by sender and day.

2. Use High priority only when it’s genuinely urgent, so you don’t overload couriers.

3. Always fill in contact information to make it easier for the courier to communicate.

4. Review the notes before assigning to make sure the courier has all the necessary information.

5. Monitor pending pickups regularly to avoid delays.

Configuring the Pickup Status

For the pickups system to work correctly, you need to configure which custom step represents the “Picked up” status. This lets the system automatically assign the correct status when the courier scans an order.

What Is the Pickup Status?

It’s the step automatically assigned to orders when they’re scanned during a pickup. For example: “Picked up”, “Collected”, “In transit”, etc.

Configuring the Pickup Status

Option 1: When creating a new step

1. Go to Settings > Custom Steps
2. Click “New Step”
3. Fill in the step’s information (e.g., name “Picked up”)
4. In the configuration section, enable the “Mark as Pickup Status” option (truck icon 🚚)
5. Save the step

Option 2: Editing an existing step

1. Go to Settings > Custom Steps
2. Find the step you want to use as the pickup status
3. Click Edit
4. Enable the “Mark as Pickup Status” option
5. Save the changes

Viewing the Configured Status

In the custom steps list, you can easily identify which step is configured as the pickup status:

• “Pickup Status” column: Shows ✓ (green) if the step is the pickup status
• “Delivery Status” column: Shows ✓ (green) if the step is the final delivery status

Important Rules

1. Only one step can be the pickup status at a time
2. When you mark a step as the pickup status, any other step that had it will be automatically unmarked
3. If no step is configured as the pickup status, scanning orders during pickups will fail

What Happens When the Courier Scans?

1. The courier scans the order’s code in the mobile app
2. The system looks for the step marked as “Pickup Status”
3. The order automatically changes to that status
4. The recipient gets a notification (if configured on that step)

Support

If you have problems or questions:

• Contact the system administrator
• Check your user’s permissions
• Verify that the orders meet the criteria to be picked up
• Make sure you have a step configured as “Pickup Status” in Custom Steps

Last updated: January 2025 (v1.1 - Configurable pickup status)