1. What Trackkr Automation Does
In busy apartment communities, student housing, condos, and hotels, staff process dozens or hundreds of deliveries every day. Trackkr’s built-in automation handles the repetitive steps automatically while keeping staff in full control:
- Instant Label Reading (iOS & Android): Reads printed unit numbers and resident names directly from shipping labels and envelopes so staff do not have to search or type manually.
- Zero-Guesswork Resident Matching: Matches packages only when there is a clear, unambiguous recipient match — and prompts staff to choose when multiple residents share a name or unit.
- Automatic Duplicate Protection: Prevents accidental double-taps or repeated scans of the same package from creating duplicate tickets or sending duplicate alerts to residents.
- Photo-Embedded Delivery Emails: Automatically embeds the captured package photo and your property's custom pickup instructions in the resident's notification email.
- Automated Aging & Overdue Tracking: Tracks how long every pending package has been waiting and highlights items past 15, 30, 60, and 90+ days for fast follow-up and cleanup.
2. Automated Workflows Overview
| Workflow | Where It Runs | How It Helps Your Mailroom |
|---|---|---|
| Smart Label Scan | iOS & Android Apps | Captures a photo of the shipping label, reads the printed text, and matches the unit and resident automatically. |
| Ambiguous Match Guardrail | Scan Label & Log Parcel | Never guesses when two residents share a name — presents candidate units clearly so the package is always logged to the right person. |
| Duplicate Scan Prevention | Mobile & Web Logging | Blocks accidental double-taps and repeated scans of the same package from creating duplicate pending records. |
| Automatic Resident Alerts | Background Cloud Service | Sends localized email and/or SMS notifications immediately when a package is logged, including the package photo and custom pickup location. |
| Digital Signature Release | Pending & Pickup Screens | Records the collector’s name, digital signature, and exact pickup timestamp to close out the delivery record. |
| Aging Package Monitoring | Automatic Daily Check & Dashboard | Identifies packages sitting uncollected and organizes 15–30, 30–60, 60–90, and 90+ day items for staff follow-up and ledger cleanup. |
3. Connecting AI Assistants (Trackkr MCP Connector)
Trackkr supports the Model Context Protocol (MCP) so compatible AI assistants and agent platforms (including Claude Desktop, Glama, Cursor, and custom property-management assistants) can help your team query pending packages, log incoming deliveries, and record signed pickups:
- Glama Hosted MCP Endpoint:
https://glama.ai/endpoints/xuvltpe45j/mcp - Direct Streamable HTTP Endpoint:
https://trackkr.app/mcp - Official MCP Registry ID:
io.github.ralf206/trackkr-mcp - Open-Source MCP Package: github.com/DTLA-Professional-Services-LLC/trackkr-mcp
Available MCP Tools
| Tool Name | What It Does |
|---|---|
get_pending_parcels |
Fetches the current ledger of uncollected packages, highlights aging packages (5+ days), and returns structured context for resident follow-ups. |
log_incoming_parcel |
Logs an incoming delivery from shipping-label text or a package photo, matches the unit and resident, prevents duplicate tickets within a 4-hour window, and triggers resident email alerts. |
release_parcel_with_signature |
Marks a pending package as Picked Up with the collector’s name, pickup timestamp, and digital signature. |
4. REST Webhooks & API Keys (Make.com, Zapier, Pabbly)
In addition to the MCP connector, Trackkr provides standard REST HTTP webhook endpoints so you can connect external automation platforms like Make.com, Zapier, Pabbly Connect, or your own property management scripts.
How to Generate a Webhook API Key
- Sign in at trackkr.app/login and open More → Developer & API Keys (or scroll to Developer & Webhook API Keys in Settings).
- Click Generate New API Key and enter a label (for example, "Make.com Webhook" or "Zapier Integration").
- Copy the generated
trk_live_...key immediately and store it in your automation platform. For your security, the full raw key is shown only once at creation. - You can view each key’s prefix, creation date, and last-used timestamp—or click Revoke Key at any time to immediately disable an integration.
REST Webhook Endpoints
Authenticate every request with header Authorization: Bearer trk_live_YOUR_API_KEY (or x-api-key: trk_live_YOUR_API_KEY). Each API key is cryptographically bound to your building’s account so packages and resident alerts always route to your property’s units:
| Method & Endpoint | Description |
|---|---|
POST https://trackkr.app/webhooks/parcels/log |
Logs an incoming package (accepts rawOcrText, trackingNumber, unitId, occupantId, typeOfMail, qty, photoUrl, pickupMessage, notes). Returns 201 Created, or 409 Conflict if the same tracking number + unit was already logged within the last 4 hours. |
POST https://trackkr.app/webhooks/parcels/release |
Releases a pending package with a digital signature (accepts parcelId, pickedUpBy, and signatureUrl or signatureBase64). Returns 200 OK. |
GET https://trackkr.app/webhooks/parcels/pending |
Returns pending and aging packages strictly scoped to your building (optional query parameters: thresholdDays, maxResults). |
5. Smart Label Matching & Accuracy Guardrails
When you scan a shipping label on iOS or Android, Trackkr compares the printed text against your active units and residents:
- Exact Match: When a single unit and resident match clearly, Trackkr opens Confirm delivery with the recipient pre-selected and the package photo attached.
- Multiple Possible Matches: If two residents share a last name or a unit has multiple roommates with similar names, Trackkr does not guess — it lets you pick the exact resident from the matched candidates.
- Unmatched / Guest Packages: If a label has a typo, belongs to a new move-in, or is addressed to a guest, you can search the directory or tap Log as Unknown. Unknown packages are saved with their photo for front-desk follow-up without sending a false alert.
6. Duplicate Scan & Retry Protection
Fast-moving mailrooms often deal with accidental double-taps on the camera button or spotty Wi-Fi/cellular connections in basement package rooms. Trackkr automatically protects your ledger against duplicates:
- Double-Tap Protection: If the save or scan button is tapped twice by mistake, Trackkr recognizes the in-progress submission and creates only one package record.
- Same-Package Deduplication: If the same package is scanned again shortly after intake, Trackkr prevents duplicate notifications so residents are never spammed with multiple alerts for the same box.
7. Photo-Embedded Alerts & Custom Pickup Copy
Every automated notification is tailored to help residents identify and collect their packages quickly:
- Package Photo in Emails: When you take a photo while logging a parcel on web, iOS, or Android, Trackkr embeds the photo directly in the HTML notification email so the resident can see the carrier box or envelope.
- Custom Pickup Location Message (Up to 100 Characters): Not every building keeps packages at the front desk. In Settings, you can set a default pickup message (for example, "Pick up at Package Room B, 2nd floor."), and you can customize it for any individual package on Log Parcel or Confirm delivery (such as "Oversized box held at North Concierge Desk."). A live
X / 100character counter lets you know if you exceed the 100-character limit. - Multi-Language Support: Notifications automatically use each resident’s preferred language (or your building’s default language across 14 supported languages).
8. Automated Aging Package Monitoring
Uncollected packages quickly crowd mailroom shelves. Trackkr monitors pending inventory automatically in the background:
- Dashboard Aging Buckets: The Dashboard groups uncollected packages into 15–30 days, 30–60 days, 60–90 days, and 90+ days buckets. Tap any bucket to view the filtered list of residents and packages.
- Automated Stale Package Alerts: Trackkr’s daily background monitor checks for packages sitting uncollected and flags long-overdue items (30+ and 90+ days) so property managers can follow up with residents or archive resolved records during mailroom cleanups.
9. How to Set Up Automation in Trackkr
No extra hardware, lockers, or technical setup is required — everything is configured right inside your Trackkr account:
- Configure Your Property Profile & Default Pickup Message: Sign in at trackkr.app/login (or in the iOS/Android app), open Settings, and save your business name, address, phone, email, default occupant language, and optional Custom pickup message (up to 100 characters).
- Add Units & Resident Notification Preferences: Open the Units tab, add your apartment or suite numbers, and add each resident with their email address and/or mobile number. Toggle on Email notifications and/or SMS notifications per resident.
- Scan or Log Incoming Packages: In the iOS or Android app, tap Scan Label to photograph the shipping label and let Trackkr match the resident automatically. On any device, you can also use Log Parcel to select the recipient, attach a photo, and customize the pickup location note if needed.
- Confirm Pickups & Review Aging Buckets: When a resident arrives, open Pending, capture their signature, and tap Confirm pickup. Check the Dashboard aging cards periodically to clear out older packages.
10. Frequently Asked Questions (FAQ)
Does Trackkr require smart lockers or proprietary scanners?
No. Trackkr runs on your existing computer, iPhone, iPad, or Android device without any locker hardware or barcode guns.
What happens if a shipping label matches more than one resident?
Trackkr never guesses when two residents share a name or unit. Instead, it displays the matching candidates so staff can choose the right person, or log the item as Unknown / Action required for follow-up.
How do I customize the pickup location message in resident emails?
Open Settings to set a building-wide default pickup message (up to 100 characters, with a live X / 100 counter), or customize the message for a single delivery on Log Parcel or Confirm delivery.
Where do I generate API keys for Make.com, Zapier, or Pabbly?
Open More → Developer & API Keys (or scroll down to Developer & Webhook API Keys in Settings) and click Generate New API Key. Copy the trk_live_... key when shown and pass it in the Authorization: Bearer or x-api-key header to https://trackkr.app/webhooks/parcels/log, /release, or /pending.
How do I connect an AI assistant to Trackkr via MCP?
In any Model Context Protocol (MCP) client that supports Streamable HTTP connectors (such as Glama or Claude), connect using the Glama endpoint https://glama.ai/endpoints/xuvltpe45j/mcp or the direct endpoint https://trackkr.app/mcp, or install from github.com/DTLA-Professional-Services-LLC/trackkr-mcp.