How Deliveries Work

This guide explains how it all fits together. For one job at a time, the short articles in this topic have the exact steps.

Deliveries

Log parcels, envelopes and food at reception, a kiosk or the gate, tell the recipient with a collection code, remind them until it's collected, and record who took it.

Parcels, documents and lunch orders arrive all day. Agoo logs each one with a photo of its label, tells the person or team it's for straight away with a one-time collection code, reminds them until they collect it, and records who took it and how. Nothing sits forgotten at reception, and nobody argues later about whether a parcel arrived.

The deliveries log is included on every plan, Free included. Reading labels with Agoo AI uses AI credits: see Reading parcel labels.

How a Parcel Moves

Received and Recipient told are both waiting. A parcel can be for:

• a person in your directory;
• a team, such as Finance or Admissions: everyone in it is told, and any of them can collect it;
• the front desk: reception keeps it and nobody is told.

When the courier doesn't know who it's for, or taps I don't know, it goes to your organisation's default recipient: the front desk, unless an Owner or Admin chooses a person or a team instead.

Where Parcels Are Logged

Everyone is told the same way, whichever way the parcel came in.

Reception Logs a Parcel

1. 1

   Open Log a parcel

   In the Console, go to Deliveries and select Log a parcel. In Agoo Workspace, open the Desk and tap Log a parcel.

2. 2

   Photograph the label

   Take or upload a photo of the label, and up to four more of the parcel if you like. Agoo Workspace reads the label's text on the phone, free and even offline, and suggests who it's for. If your organisation has turned on reading labels with Agoo AI, the label is also read by AI, which can fill in the courier and tracking number; in the Console, select Read the label. Suggestions are only suggestions: you always choose.

3. 3

   Choose who it's for

   Tap a suggestion, or search for a person or a team. Nobody: it's for the front desk keeps it at reception. Add the name as it's written on the label if it helps ("Accounts, 2nd floor").

4. 4

   Say what it is and where it's kept

   Choose Parcel, Envelope, Food or Something else, how many, and its size if you like. Add where you've put it ("Shelf B, the mail room"): the recipient sees this, so they know where to go. Add who sent it, the courier, the tracking number and the rider's name and phone if you have them.

5. 5

   Save

   The parcel is logged and the recipient is told at once, with their code. In the app, a parcel logged with no connection is saved on the phone and sent when it's back; the recipient is told then.

Guards in guard mode log parcels at the gate the same way, from Parcels on the gate device.

A Courier Logs a Parcel at the Kiosk

Turn on the Delivery button for a kiosk in Console → Devices, and leave Couriers log parcels at the kiosk on in the deliveries settings (it's on unless you turn it off). On the kiosk's welcome screen, the courier taps Delivery, then I'm delivering something:

1. A photo of the label. The camera frames the label. As you choose, the photo is asked for (they can skip it), always asked for, or not asked for. The kiosk reads the label itself and shows We think it's for… with its best matches.
2. Who it's for. They tap a suggestion or search. On a kiosk that visitors use, nobody's name shows until three letters are typed, and then only a first name and an initial ("Kwame M."), as at check-out. Teams that visitors may choose are listed too. I don't know / it's for reception sends it to your default recipient.
3. What it is. Parcel, envelope, food or something else, and how many.
4. Their details. Their name, phone and courier company, if you ask for them: not at all, with a Skip, or always.
5. Done. "Thank you. Reception has been told." or "Kwame M. has been told". The kiosk goes back to the welcome screen.

If couriers don't log parcels at your kiosks, the Delivery button shows a calm page asking them to hand the parcel to reception.

The Agoo Kiosk apps log parcels with no network and send them when the connection is back. A kiosk in a browser has the Delivery button too, but it needs a connection.

The Drop-Off Poster

A drop-off poster lets a courier log a parcel on their own phone where there's no kiosk, for example at a side door or the gate. It's off until an Owner or Admin turns on Couriers log parcels from a drop-off poster in the deliveries settings.

1. Make the poster from the deliveries settings (Make a drop-off poster, one per site), or from QR codes → New QR code → Drop-off poster, choosing the site.
2. Print it and put it where couriers arrive.
3. A courier scans it: a page on your organisation's own Agoo address asks who it's for (three letters first, then first names and initials, from the people listed for visitors and the teams visitors may choose), a photo of the label, what it is and their name, as your settings ask.
4. The courier is told who has been told. Reception sees the parcel arrive in Console → Deliveries.

A drop-off poster is one of your plan's tracked QR codes, on every plan. While the drop-off page is off, the same poster asks couriers to hand the parcel to reception, so you never need to reprint it. Removing the site ends its posters.

What the Recipient Gets

The person, or every member of the team, is told at once:

• first in Agoo Workspace, by a notification on their phone: "A parcel is waiting for you", with where it's kept and their collection code;
• then by their usual channels if the app doesn't reach them: SMS or email, and WhatsApp if they've chosen it, on paid plans. WhatsApp is never used on the Free plan.

WhatsApp messages say a parcel is waiting but never include the collection code: it comes in the app, by SMS or by email.

The collection code is six digits, made for that parcel only, and only the recipient (or their team) sees it: in the message, and under Your parcels in Agoo Workspace and the Console. Reception never sees it. A new recipient gets a new code.

Reminders follow until the parcel is collected: every 24 hours, at most 3 times, unless you change it. Food is first reminded after 30 minutes. Front-desk parcels have none. Reception can also tap Remind now on a waiting parcel (at most once every ten minutes).

If you ask for it, whoever logged the parcel is told when it's collected (Tell whoever logged it when it's collected), useful when one receptionist takes it in and another hands it over.

Your parcels

Everyone sees their own parcels, and their teams', in Agoo Workspace (tap Waiting at reception on Home) and in the Console. Each shows what it is, who it's from, where it's kept, when it arrived and the collection code, large, with Show this at reception. A parcel for a team says who it's for ("For Finance").

Hand It Over

What collecting takes is your organisation's choice, under Collecting in the deliveries settings:

To hand a parcel over:

1. Find it in Console → Deliveries (or on the Desk in Agoo Workspace, or in Parcels in guard mode), by recipient, courier or date.
2. Select Mark it collected and choose how: Their code, Signature, or Reception hands it over with why ("Lost their phone; I know them").
3. If someone collects for the recipient, record their name.

The record keeps the time, the method, the signature if there is one, who collected it and who handed it over. A kiosk with nobody signed in takes the code only: the recipient taps I'm collecting a parcel, types their code on the keypad, and is shown what's waiting and where to collect it. The Agoo Kiosk apps check the code even with no network.

Correct, Send Back or Refuse

While a parcel waits, open it to:

• Change who it's for: the new recipient is told with a new code, and the old code stops working;
• change where it's kept or what it is;
• Send it back to the sender or the courier, with a reason ("Uncollected after two weeks");
• Record as refused, for a parcel turned away at the door ("Cash on delivery; nobody ordered it").

Sending back and refusing can't be undone. Once a parcel is collected, sent back or refused, it doesn't change.

Console → Deliveries

Open a parcel to see its photos and its story: who logged it and where, who was told and when, each reminder, any change, and how it ended. Logged offline shows when a device logged it without a connection. Export the list as a CSV file. Home's Parcels waiting card counts what's waiting, and the page updates as parcels arrive and are collected, without a refresh.

Settings

Owners and Admins change the deliveries settings in Console → Deliveries → Settings. Everyone who sees deliveries can read them.

Each change is recorded in the audit trail.

Who Can Do What

Paired kiosks log parcels and hand them over by code. Console → Settings → Roles lists every permission; the new one is Change the deliveries settings.

Privacy

Label photos, photos of the parcel, what the AI read, riders' phone numbers and signatures are kept for 90 days after the parcel is collected or sent back, unless you choose between 1 day and 2 years under Parcel photos in retention. The parcel's record itself is kept a year after it's collected or sent back unless you choose otherwise, under Deliveries. A parcel still waiting is never deleted. Everything is in your organisation's full export, and every action on a parcel is in the audit trail. Only people who can see a parcel can open its photos.

Gate Passes for Items

• Reading parcel labels: Agoo AI suggests who a parcel is for.
• Kiosk check-in: The kiosk's welcome screen and its buttons.
• Front desk and guard mode: Logging at the desk and the gate.
• Notifications: How recipients are told, and reminders.

Reading Parcel Labels

Let Agoo AI read the photo of a parcel's label and suggest who it's for, with the courier and tracking number, for 1 AI credit a label.

When a parcel is logged with a photo of its label, Agoo can suggest who it's for. The Agoo Kiosk and Agoo Workspace apps already read the label's text on the device, free and offline. With reading labels with Agoo AI on, the label photo is also read by AI, which copes better with handwriting, crumpled labels and long courier labels, and fills in the courier and the tracking number too.

It works today, on every plan, and uses your AI credits.

How It Works

1. Reception, a guard or a courier takes a photo of the label while logging a parcel.
2. In the Agoo Kiosk and Agoo Workspace apps, the device reads the text on the label and matches it against the people and teams at that site, offline and free. A kiosk in a browser and the Console read labels only with AI.
3. If reading with AI is on and there's a connection, the photo is also sent to Agoo AI. It reads the name, the organisation and department on the label, the tracking number, the courier, the sender, what it looks like (a parcel, an envelope, food) and how many there are.
4. Agoo matches what it read against your directory and shows the best matches as suggestions, with the courier and tracking number filled in.
5. A person always chooses who it's for. A suggestion is never used on its own.

Logging never waits for it. If the AI is slow, can't read the label, or your organisation is out of credits, logging carries on by hand and nothing is lost.

Turn It On

1. 1

   Open the deliveries settings

   Go to Console → Deliveries → Settings. You need to be an Owner or Admin.

2. 2

   Turn on Read label photos with Agoo's AI

   Under Reading labels, turn on Read label photos with Agoo's AI and select Save. The panel shows how many AI credits are left this month.

Turning it off stops sending labels at once. The apps go on reading labels on the device.

AI Credits

Each label read uses 1 AI credit, from your plan's monthly allowance first (Free 20, Starter 100, Growth 500, Pro 2,000, Enterprise 10,000), then from AI packs. A reading that fails gives its credit back. With no credits left, labels are read only on the device until next month's allowance or a new pack. See AI credits.

Your Data

• Only when you turn it on. No label is sent to an AI model unless an Owner or Admin has turned this on.
• Only the label photo. The AI is sent the photo of the label, never the other photos of the parcel, the rider's details or your directory. Matching against your people and teams happens in Agoo, not in the AI.
• Kept like the parcel's photos. What the AI read is kept with the parcel and deleted with its photos, 90 days after the parcel is collected or sent back unless you choose otherwise under Parcel photos in retention.
• Not used for training. Label photos are used only to read that label, and never to train AI models.

Agoo's AI provider is on the sub-processor list for label reading when an organisation turns it on: see Data protection.

If Agoo pauses label reading for everyone, the status page shows Reading parcel labels as paused and reception chooses each recipient by hand; nothing else changes.

• Deliveries: Logging, telling the recipient and collection.
• Agoo AI: How AI and AI credits work on each plan.