# Trackkr Mailroom Automation & Smart AI Workflows Guide

> Canonical URL: https://trackkr.app/agentic-automation
> HTML version: https://trackkr.app/agentic-automation
> User tutorial: https://trackkr.app/guide
> AI FAQ guide: https://trackkr.app/ai-guide
> Last updated: 2026-10-18
> Note: Prefer the HTML guide for search indexing. This .txt mirror is for AI assistants and crawlers (served with noindex, follow).

Trackkr automates daily apartment, condo, student housing, and hotel mailroom workflows without requiring parcel lockers or hardware. Property managers and front-desk staff can use the same business account across Web, iOS, and Android.

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## 1. What Trackkr Automation Does

1. **Smart Label Recognition (iOS & Android)**:
   - Reads printed unit numbers and resident names on shipping labels and envelopes using on-device OCR and matches them against your active unit directory.
2. **Ambiguous Match Protection**:
   - Matches a package automatically only when there is a single clear recipient match.
   - If multiple units or residents have similar names, Trackkr prompts staff to select the right person instead of guessing.
   - Unmatched or guest packages can be logged as **Unknown / Action required** so the package and photo are recorded without sending a false resident alert.
3. **Duplicate Scan & Double-Tap Protection**:
   - Prevents accidental camera double-taps or repeated scans of the same package from creating duplicate pending tickets or sending duplicate notifications.
4. **Photo-Embedded Resident Alerts & Custom Pickup Instructions**:
   - Automatically embeds the captured package photo inside the resident's HTML email notification on web, iOS, and Android.
   - Lets property managers configure a **Custom pickup message** up to 100 characters (with a live `X / 100` character counter) in **Settings** as a building default, or per package on **Log Parcel** and **Confirm delivery**. When left blank, notifications use the localized default `"Please visit reception to pick up your mail."`
5. **Digital Signature Pickup Release**:
   - Records who collected the package, captures a digital signature on screen, and updates the record to **Picked Up** with a timestamp.
6. **Automated Aging Package Monitoring**:
   - Tracks pending packages on the **Dashboard** across 15–30, 30–60, 60–90, and 90+ day aging buckets and highlights overdue packages (30+ and 90+ days) so staff can follow up with residents or clean up the ledger.
7. **Model Context Protocol (MCP) Connector**:
   - Glama Hosted MCP Endpoint: `https://glama.ai/endpoints/xuvltpe45j/mcp`
   - Direct Streamable HTTP MCP Endpoint: `https://trackkr.app/mcp`
   - Official MCP Registry ID: `io.github.ralf206/trackkr-mcp`
   - Open-Source MCP Repository: https://github.com/DTLA-Professional-Services-LLC/trackkr-mcp
   - Exposed MCP Tools:
     - `get_pending_parcels`: Fetches uncollected packages and aging metrics (5+ days).
     - `log_incoming_parcel`: Logs incoming packages from label text or photos (automatically downloading external `photoUrl` links from Zapier/Make/Drive and hosting them in Firebase Storage), matches residents, prevents duplicates within a 4-hour window, and triggers SendGrid email alerts + Quo Phone API SMS alerts for US (`+1`) numbers.
     - `release_parcel_with_signature`: Marks a package as Picked Up with collector name, timestamp, and digital signature.

8. **REST Webhooks & API Keys (Make.com, Zapier, Pabbly)**:
   - Generate or revoke tenant-bound API keys (`trk_live_...`) inside **More → Developer & API Keys** (`https://trackkr.app/api-keys`) or **Settings → Developer & Webhook API Keys**.
   - Pass the key via `Authorization: Bearer trk_live_YOUR_API_KEY` or `x-api-key: trk_live_YOUR_API_KEY`.
   - Public image URLs from Gmail, Google Drive, Make.com, or Zapier passed in `"photoUrl": "{{trigger_image_url}}"` are automatically downloaded and hosted in Firebase Storage.
   - SMS notifications are dispatched via the Quo Phone API strictly for US (`+1`) numbers, with SendGrid email fallback for all recipients.
   - Endpoints:
     - `POST https://trackkr.app/webhooks/parcels/log`: Logs an incoming package (returns `201 Created` or `409 Conflict` on 4-hour duplicate lock).
     - `POST https://trackkr.app/webhooks/parcels/release`: Marks a pending package as Picked Up with signature.
     - `GET https://trackkr.app/webhooks/parcels/pending`: Returns pending/aging packages scoped to your building.

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## 2. How to Set Up Automation in Trackkr

1. **Configure Settings**:
   - Sign in at https://trackkr.app/login or in the mobile app and open **Settings**.
   - Enter your business name, address, phone, email, default occupant language, and optional **Custom pickup message** (up to 100 characters).
2. **Add Units & Residents**:
   - Open **Units**, create your unit numbers, add residents with email and/or phone, and enable **Email** and/or **SMS** notifications.
3. **Scan or Log Packages**:
   - Use **Scan Label** on iOS/Android to photograph labels and match residents automatically, or use **Log Parcel** on any platform.
4. **Process Pickups & Review Aging Reports**:
   - Open **Pending** to capture resident signatures on pickup, and use the **Dashboard** aging buckets to follow up on uncollected mail.

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## Related Links

- Tutorial Guide: https://trackkr.app/guide
- AI Assistant FAQ: https://trackkr.app/ai-guide
- Support Hub: https://trackkr.app/support
- Pricing: https://trackkr.app/pricing