A shipment arranges for equipment to come back from an employee. You can start one inside an offboarding, which is the recommended route, or on its own from the console.
Feature/Functionality
Overview
Creating a shipment generates a shipping label and, if you want, sends the employee a box to pack the equipment in. There are two ways in:
- From an offboarding. Best when someone is leaving. Their address is filled in for you.
- From Global purchasing. For any return that is not tied to an offboarding.
Both routes end in the same configuration screen.
How to use
Start from an offboarding
- Open the employee's Offboarding page.
- Go to the Manage Equipment step.
- Switch on Create a shipping label. The shipment configuration page opens.
- Carry on with "Configure the shipment" below.
Start from Global purchasing
- Go to Global purchasing > Shipments.
- Click New.
- Pick the devices, the accessories or both, then click Next.
- Carry on with "Configure the shipment" below.
Configure the shipment
These steps are the same whichever way you started:
- Sender address. Choose where the parcel leaves from. This is usually the employee's home.
- Recipient address. Choose where it goes. This is usually your office or a warehouse.
- Shipment Notifications. Add every email address that should get the shipping label: the employee, an HR admin or a shared inbox, for example.
- Billing profile. Choose the profile that pays for the shipment.
- Return box (optional). Order a box to be sent to the employee. It travels with the shipping label, so packing and sending the device back is simple.
- Click Validate. The shipping label is generated.
What happens next
- Within 24 hours, the label is emailed to every address in Shipment Notifications.
- You can also get the label at any time from Global purchasing > Shipments > Label.
What to tell the employee
- The shipping label reaches them by email within 24 hours.
- If you ordered a return box, it arrives in a separate delivery.
- They pack the device carefully, stick the label on and give the parcel to the carrier.
Tips and Best Practices
- Start from the offboarding when someone leaves. The address is already there and the return stays linked to the leaver.
- Add a shared inbox to Shipment Notifications. If the employee loses the email, someone on your side still has the label.
- Order a return box for laptops. Employees rarely keep the original packaging, and a badly packed device can arrive damaged.
- Check the sender address before you click Validate. Leavers often move. A label for the wrong address means a collection that never happens.
- Pass on the employee instructions straight away. Fewer questions, faster returns.
Troubleshooting and FAQ
Troubleshooting
- The employee has not received the label. Allow 24 hours. After that, check the addresses in Shipment Notifications and download the label from Global purchasing > Shipments > Label to send it yourself.
- The Create a shipping label toggle does not take you anywhere. Make sure you are on the Manage Equipment step of the offboarding. The shipment configuration page opens from there.
- The wrong address was used. Check the sender address you selected. It is the address the carrier works from.
FAQ
-
Do I have to create the shipment from an offboarding?
No. You can create one at any time from Global purchasing > Shipments by clicking New.
-
Who receives the shipping label?
Every email address you add in Shipment Notifications.
-
Who pays for the shipment?
The billing profile you select while configuring it.
-
Is the return box required?
No, it is optional. If you order one, it comes with the shipping label.
-
Can I send devices and accessories in the same shipment?
Yes. Select both when you choose the items.