Log shipments: live tracking for assets, manual log for cases

When gear ships to a venue, log the shipment in CrewdUp so the tracking number lives with the gear. There are two kinds. Asset shipments have live carrier tracking for FedEx, UPS, USPS and DHL, and can mark themselves delivered. Case shipments are a manual log: carrier, tracking number, addresses and dates, with no live tracking. Shipment logging is on the Pro plan.

Log an asset shipment

1. Go to Assets and open the asset.
2. Click Log Shipment in the header. The Log Shipment dialog opens.
3. Enter the Tracking Number. Once you've typed 12 or more characters, CrewdUp picks the carrier from the number's format.
4. Check the Carrier: FedEx, UPS, USPS, DHL or Other. It's required and starts on FedEx.
5. Add Ship Date, Est. Delivery, From Address, To Address and Notes as needed.
6. Click Log Shipment. You'll see Shipment logged.

Logging a shipment doesn't change the asset's status. To show it as In Field, check it out or change its status.

Follow it with live tracking

Each shipment in the asset's Shipments card shows the carrier, an In Transit or Delivered pill, the tracking number (linked to the carrier's site), from and to, Shipped:, Est: and your notes.

1. Click Live Tracking on the shipment.
2. CrewdUp shows the carrier's current status, the latest location, "Expected delivery" with a date, and a timeline of scan events.
3. Click Refresh to get the latest from the carrier.

Statuses you may see include Pending, Info Received, In Transit, Out for Delivery, Delivered, Attempt Failed, Exception, Not Found and Expired. A brand-new label often shows "No tracking events yet — the carrier may not have scanned the package."

Tracking results are reused for up to 5 minutes (30 seconds while the status is pending). Refresh always fetches fresh results.

Delivered status

• Automatically: when you open or refresh Live Tracking and the carrier reports the package delivered, CrewdUp marks the shipment Delivered and adds a note that it was auto-marked via carrier tracking. This only happens when someone checks the tracking. CrewdUp doesn't watch shipments in the background.
• By hand: click Mark Delivered on an in-transit shipment. You'll see Marked as delivered.

To remove a shipment record, click its trash icon and confirm "Remove this shipment record?".

Log a case shipment

1. Go to Cases and open the case.
2. Click Log Shipment in the header, or Log on the Shipments card.
3. Fill in Tracking Number (the carrier is picked the same way), Carrier, Ship Date, Expected Delivery, From, To and Notes. Only the carrier is required.
4. Save the shipment.

The case's Shipments card shows the carrier, tracking number, from and to, Shipped:, Est: and notes. Use the pencil to edit a record. The Cases list shows the latest one under Last Shipment.

Case shipments are a log only. There's no live tracking, no carrier link and no delivered status.

Logging a case shipment doesn't change the case's status. When the case leaves, set its status to In Transit by hand so the assets inside move to In Field. See packing cases.

Things to know

• Want live tracking for a case? Log the shipment on the key asset inside it as well. Asset shipments are the only ones with live tracking.
• "Other" carrier. If you choose Other, CrewdUp tries to work out the carrier from the tracking number. If it can't, you'll see "Cannot determine carrier for tracking". Only FedEx, UPS, USPS and DHL can be tracked.
• Flag what didn't arrive. If a case turns up short, set a missing gear alert.
• No notifications. Nobody is emailed when a shipment is logged, moves or is delivered.
• No labels or rates. Book shipping with the carrier as usual, then log the tracking number here.

Checklist

• Tracking number entered and carrier confirmed
• From and to addresses filled in
• Case status set to In Transit when it ships
• Live Tracking checked until it shows Delivered