qtrak user’s guide · qtrak user’s guide ! ... tap route packages from the home screen! 2....

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QTrak User’s Guide !Table of Contents

Introduction 2 ..................................................................................................................................The QTrak Mobile App 3 .................................................................................................................Operating Requirements 3 .................................................................................................................................................Signing In 4 ........................................................................................................................................................................The Home Screen 5 ............................................................................................................................................................Package Scanning Instructions 6 ........................................................................................................................................Receiving Packages 9 .........................................................................................................................................................Routing Packages 10 ..........................................................................................................................................................Delivering Packages 11 ......................................................................................................................................................Searching Packages 12 .......................................................................................................................................................Signing Out 13 ...................................................................................................................................................................Manually Quitting QTrak 13 ..............................................................................................................................................The QTrak Web App 14 ...................................................................................................................Operating Requirements 14 ...............................................................................................................................................Signing In 15 ......................................................................................................................................................................The Packages 6 ........................................................................................................................................................User Management 17 .........................................................................................................................................................Managing Contacts 21 .......................................................................................................................................................Generating Reports 25 .......................................................................................................................................................Delivery Manifest Report 27 ..............................................................................................................................................Routing Packages 28 ..........................................................................................................................................................Account Settings 29 ...........................................................................................................................................................Resetting Your Password 31 ...............................................................................................................................................QTrak Documentation 32 ...................................................................................................................................................Logging Out of QTrak 32 ...................................................................................................................................................

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Introduction Welcome to QTrak! This document explains how to use QTrak both in your browser and on your mobile device. You'll learn how to simplify your organization's mail management by using Qtrak to manage users and customers, as well as package receiving, routing, and delivery.


The QTrak Mobile App The QTrak mobile app allows you to use QTrak on your mobile phone to easily receive, route, and deliver packages from anywhere.

Operating Requirements The QTrak Mobile App supports the following operating systems:

• iOS 5.1

• iOS 6

• iOS 7


Signing In When you first launch the QTrak app you'll be greeted with the Sign In Screen. Your supervisor will have already created a user account for you.

To Sign In:

1. Enter your username and password

2. Tap Sign In

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The Home Screen Once you've signed in successfully, you'll be brought to the Home Screen. From this screen you can access the three main functions of QTrak:

• Receive Packages is used when a mail carrier (e.g. UPS, Fedex) drops off packages. You can then scan them for entry into QTrak.

• Route Packages is used to provide routing information for packages after they've been received. This assists with delivering packages to the correct room, department, building, etc.

• Deliver Packages is used when delivering packages to their recipients.

From this screen you can also search for packages, view the information screen, and sign out:


Package Scanning Instructions When you select one of the package options from the Home Screen your device’s camera will automatically open and you'll be greeted with the Package Scan Screen.

To Scan a Package:

1. If you are scanning a package from a major carrier (FedEx, UPS, etc.) you can select the "Carrier" switch at the top of the screen. Alternatively, you can select the "Custom" switch to scan any barcode.

2. To scan a package's barcode, line it up inside of the guidelines on the screen. Make sure to fit the entire barcode inside of the guidelines. If you're unable to scan a package or you'd just prefer to enter the tracking number manually, tap Manual on the bottom left corner of the screen. Tip: When a package has been successfully entered, your device will make an audible "beep" and the screen will flash briefly, simulating a picture being taken. The scan details will appear at the bottom of the screen.

3. Once you're finished entering packages, tap Done. This will advance you to the Package Information Screen which displays the tracking number and carrier logo of each package entered on the previous screen.

Tip: When routing and delivering packages you’ll have the additional option of enabling Group Package Scanning, which is described in detail within the following section.


Group Package Scanning

QTrak allows for packages to be scanned as a group, reducing the amount of time and effort required for handling packages traveling to the same recipient. When packages are routed as a group, all packages in the group are automatically fetched when just one of the packages is scanned for delivery.

To Route Packages as a Group:

1. Tap Route Packages from the Home Screen

2. Switch on the Group Routing option

3. Continue with the the Routing Packages instructions

To Deliver a Package Group:

1. Tap Deliver Packages from the Home Screen

2. Switch on the Group Delivery option

3. Continue with the Delivering Packages instructions


QR Codes

For QTrak Pro accounts, you can scan a QR code in place of a barcode for a package.

To Use a QR Code:

1. Go to a QR code generator like http://goqr.me

2. Make sure the QR-Code is set to contain Text (not a URL, Call, SMS, or any other option)

3. Type the encoding as: QTRAK|SHIPPER=|NUMBER=. Replace with the name of the carrier and with the tracking number. Example: QTRAK|SHIPPER=Matt's Shipping Co.|NUMBER=0123401234

4. The QR-Code that is generated can now be scanned by QTrak.

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Receiving Packages The Receive Packages tool is used to enter packages into QTrak after they've been received from a mail carrier.

To Receive Packages:

1. Tap Receive Packages from the Home Screen.

2. Follow the Package Scanning Instructions to enter your packages and tap Done when finished.

3. Review your packages in the Package Information Screen to verify that they've been entered correctly. If there are any packages missing, tap Back to scan additional packages.

4. Once all of the packages have been entered and you've confirmed the information is correct, tap Receive Packages. The packages will be added to QTrak and can now be routed and delivered.

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Routing Packages The Route Packages tool is used for adding routing information to packages, such as an address or office number. The individual tasked with delivery can use this information to ensure packages are delivered to the appropriate location.

To Route Packages:

1. Tap Route Packages from the Home Screen.

2. Follow the Package Scanning Instructions to enter your packages. If you want route the packages as a group so that they can be delivered easily, turn on Group Routing.

3. Review your packages in the Package Information Screen to verify that they’ve been entered correctly. If there are any packages missing, tap Back to scan additional packages. When you are done reviewing the Package Information tap Route.

4. You can now enter whom the package is being routed to and whom the package has been routed from. If your supervisor has uploaded a CSV file of contacts, these fields will autosuggest options.

5. Notes can also be added to the Routing Details. You can enter text, attach a photo, and even scan another barcode as notes.

6. Once your finished, tap Route Packages. The packages will be routed and you’ll be brought back to the Home Screen.


Delivering Packages The Deliver Packages tool is used when packages are being delivered. QTrak provides the option to mark packages as delivered, log delivery attempts, and acquire the recipient signatures.

To Deliver Packages:

1. Tap Deliver Packages from the Home Screen.

2. Follow the Package Scanning Instructions to enter your packages. If the packages you’re delivering we’re routed as a group, turn on Group Delivery.

3. Review your packages in the Package Information Screen to verify that they’ve been entered correctly. If there are any packages missing, tap Back to scan additional packages.

4. When you’re done reviewing the Package Information you have two options:

• Get Signature is used for when you are successfully delivering the package to its recipient

• Attempt is used when the recipient is not available to sign for the package, and an additional delivery attempt will be necessary.

5. If you are able to successfully deliver the package and select the Get Signature option, you’ll be presented with a screen where the recipient can sign or you can scan a barcode. After you’ve acquired the signature, you’ll be directed to type in the recipient’s last name. Once you’re finished, tap Done.

6. If the recipient is not available for delivery and you select Attempt you’ll be directed to a screen where you can review prior delivery attempts. Once you’re finished tap Done.


Searching Packages You can search for undelivered packages based on recipient or location.

To Search Packages:

1. Tap on the search field on the Home Screen.

2. Enter a recipient’s name or a routing location. When you’re finished tap Done on the onscreen keyboard.

3. When you’ve located the appropriate package, tap on the result to open the Package Details Screen.

4. When you’re finished reviewing the package details, tap Back at the top of the screen to return to the search.

5. If you’re done searching, simply tap the striped area around the search box to return to the Home Screen.

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Signing Out When you are finished using QTrak, it’s important to sign out so your username is only associated with the work you’ve done. Just tap Sign Out at the top of the Home Screen.

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Manually Quitting QTrak In the unlikely event that QTrak becomes unresponsive and needs to be manually terminated, take the following steps:

1. Double tap the home button on your iPhone.

2. On iOS 7, locate the Qtrak window and swipe up. On iOS 5/6, locate the Qtrak icon, press on it and hold down. A red minus sign will appear, tap it to quit the app.

If the app will not close by the above method, press and hold down the power button on the top right hand corner of the device. The screen will go black and an option to shut off the device will appear. Slide the red arrow to the right, and the device will power down. Once this is finished, hold the power button to turn the device back on. When it is powered on, tap the QTrak app icon and resume use.


The QTrak Web App The QTrak web application allows you to easily manage users, contacts, and packages in QTrak from your web browser.

Operating Requirements The QTrak Web Application supports the following:

• Firefox

• Internet Explorer 8

• Internet Explorer 9

• Chrome

• Adobe Flash must be installed in order to use file exporting

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Signing In When you first open the QTrak web app at https://app.qtrak.net you’ll be greeted with the Sign In Page. There will only be one account for your company - a Supervisor account. Qtrak’s administrators will have already created this account for you.

To Sign In:

1. Enter your Supervisor account username and password in the applicable fields

2. Click Login

3. If you are presented with the QTrak Terms and Conditions, please review them and click Accept if you accept the terms and conditions

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The Packages Page After signing in you’ll be redirected to the Packages Page. If you’re just getting started this page may appear empty, but over time it will become filled with the latest packages being updated in real-time within the QTrak system.

From this screen you can select individual packages to access additional actions for them, including:

• Viewing the Complete History of the Package

• Emailing the Package Information

• Viewing Photos and Other Notes Associated with the Package

• Deleting the Package from QTrak

• Export packages to a .CSV file


User Management The Supervisor role has more permissions than other roles, including the ability to create, edit, and remove users. This allows you to give other members of your organization access to the Qtrak system based on their responsibilities.

To access the user management area, click the Users link in the top-right area of the window. You’ll be presented with the User Management Page which includes details for all of your users as well as links for performing user-related actions.

User Roles

There are three different user roles within QTrak:

• Supervisor – This role has the highest level of permissions and access within QTrak. Only Supervisors can create, edit, and delete users.

• Searcher – This role gives a person access to the QTrak web interface, allowing them to search for packages and review package details.

• Scanner Operator – This role gives a person access to the QTrak mobile app, allowing them to scan, verify, route, and deliver packages.

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Locating Users

To Sort Users:

1. Locate the field you’d like to sort by at the top of the user table.

2. Click the arrow next to the field to sort by that field.

3. Click the arrow again to reverse the sort order.

To Search Users:

1. Enter the user’s name or email address into the Search field.

2. The table will automatically filter using your search as you type.


Modifying Users

To Add a User:

1. Click the Add User button. A popup dialog will appear.

2. Enter the Account Information for the New User in the relevant fields.

3. Select a Role for the New User from the Role Drop-down.

4. Click the Add User button to complete the process or the Cancel button to cancel.

To Edit an Existing User:

1. Click the Edit link next to the user you wish to modify.

2. Modify the user’s name if necessary.

3. Change the user’s role using the role drop-down if necessary.

4. Click the Edit User button to save your changes or the Cancel button to discard your changes.

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To Remove a User:

1. Click the Delete link next to the user you wish to remove.

2. Click the Yes button to confirm the removal or the No button to cancel.

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Managing Contacts Adding contacts is a QTrak Pro feature that can only be accessed by Supervisors. To access the Contacts page, click on the Contacts link on the top-right of your browser window.

Contacts represent individuals that may receive packages from you. Their name and location can be autocompleted using this table when packages are being routed or delivered.

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Locating Contacts

To Sort Contacts:

1. Locate the field you’d like to sort by at the top of the contacts table.



To Search Contacts:

1. Enter the contact’s name into the Search field.

2. The table will automatically filter using your search query as you type.

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Importing Contacts

QTrak supports adding contacts in bulk from a .CSV file. Please note that QTrak can only accept files in a .CSV format, which can be generated from programs like Microsoft Excel or Apple Numbers. The proper delineator between fields is a comma followed by a blank space.

To Import Contacts:

1. Click the Upload a Contact File button at the top-left of the contacts table.

2. Choose the .CSV file you wish to upload from your system. You will then be presented with a screen for mapping your headers to QTrak.

3. Find the appropriate term in your list of heads from your .CSV file, and match each to the corresponding term in QTrak using the drop-down menu.

4. You will be given the option to either “Append” or “Overwrite” contacts. Appending will add additional contacts to the database, while Overwriting will replace the existing contacts in the database with the newly uploaded contacts.

5. After making your selection press the Upload button to complete the process.


Modifying Contacts

To Add a Contact:

1. Click the Add Contact button. A popup dialog will appear.

2. Enter the Contact Information for the new contact in the relevant fields.

3. Click the Add Contact button to complete the process or the Cancel button to cancel.

To Edit an Existing Contact:

1. Click the Edit link next to the contact you wish to modify.

2. Modify the contact information fields as necessary.

3. Click the Save Contact button to save your changes or the Cancel button to discard your changes.

To Remove a Contact:

1. Click the Delete link next to the contact you wish to remove.

2. Click the Yes button to confirm the removal or the No button to cancel.


Generating Reports As a Supervisor, you have the ability to generate reports using your QTrak data. To access the Reports Page, click on the Reports link at the top right of your browser window.

Report Types

There are three report types available in QTrak:

• Summary Report - A filterable list of packages currently in the QTrak system.

• Undelivered Report - A filterable list of packages that have been received and routed, but not delivered.

• Delivery Manifest - A specially formatted report of all packages that still need to be delivered.

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Modifying Reports

To Change the Report Type:

1. Choose the desired report type from the Type drop-down menu.

2. The new report may take a few seconds to load.

To Sort Entries in a Report:

1. Locate the field you’d like to sort by at the top of the report table.



To Filter Entries in a Report:

1. Select an item type or time period to filter by using the drop down menus at the top of the table.

2. If you want to filter by a custom timeframe, enter the start and end date in the fields at the top-right of the table.

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Delivery Manifest Report The Delivery Manifest Report is slightly different than the other reports, in that it displays package routing information in place of recent actions. This report is useful for quickly reviewing packages that need to be delivered along with delivery information.

This report has the additional option of being printed. The purpose of printing the Delivery Manifest is to allow for packages to be hand delivered and signatures manually collected without the use of the QTrak mobile app.

To Print the Delivery Manifest:

WARNING: When you export the Delivery Manifest all packages on the manifest will be marked as delivered in the QTrak system.

1. Click the Delivery and Print Manifest button.

2. Choose whether you’d like to export a CSV or PDF file.

3. The file will be downloaded to your computer so you can easily print it with your preferred software.

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Routing Packages Supervisor and Scanner Operator accounts have access to the Routing Page. This page allows for packages that have been received to be routed to their destination.

The access the routing page click the Routing link at the top of your browser window.

To Route a Package:

WARNING: A package must be received using the QTrak mobile app before it can be routed.

1. Either scan or type the package tracking code in the package field. Alternatively you can use the Generate Barcode button to create a new tracking number.

2. Enter the name of the individual receiving the package and the individual sending the package. These fields will autocomplete based on your contacts.

3. You can optionally add notes to include with the package using the relevant fields.

4. When your finished, click the Route this Package button. The package will be marked as “Routed” in the system and a label will automatically print if you have a label printer installed.

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Account Settings As a Supervisor you have access to special account settings. These settings allow you to configure barcode printing (for printing labels) and notifications.

To Open Account Settings:

1. Click on the Account link at the top-right corner of your browser window.

2. Click the Account Settings link.

To Change Barcode Printing Settings:

1. Make your changes using the provided fields.

2. Click the Save Print Settings button to save your changes.

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To Change Notification Settings:

1. Click on the notification you’d like to change.

2. Make your changes using the provided fields.

3. Click the Update button to save your changes.

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Resetting Your Password If you forget your password or want to change it, you can reset it via the account drop-down menu.

To Reset Your Password:


2. Click the Reset Password link.

3. Enter the email address associated with your QTrak account.

4. Click the Reset Password button to complete the process or the Cancel button to cancel.

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QTrak Documentation The latest version of this document is available through the account menu using the Documentation link.

To Access the Latest Documentation:

1. Click the Account link at the top right of your browser window.

2. Click on the Documentation link from the drop-down menu.

Logging Out of QTrak When you are finished using QTrak, it is important to logout so your username is only associated with the work you have done.

To Log Out:


2. Click Logout. You will be returned to the Sign In Page.


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