Key Concepts

Organizations #

An Organization is the top-level entity in Trackberry. It represents a company, team, or trading operation. Everything — shipments, members, settings — belongs to an organization.

• Each organization has a unique slug used in URLs (trackberry.com/your-slug/...)
• Users can belong to multiple organizations
• Settings, checks, and approved senders are scoped per organization

Shipments #

A Shipment represents a batch of fresh produce moving from origin to destination. Shipments have a lifecycle:

Documents #

Documents are files attached to a shipment — typically packing lists, quality reports, or phytosanitary certificates. They are the input a shipment is built from, which is why replacing a document re-extracts and re-checks everything derived from it. See Receiving Shipments.

Trackberry supports:

• PDF — Parsed via automated text and table extraction
• Excel (.xlsx) — Direct structured table reading
• Images (.jpg, .png) — Processed with OCR

Each document goes through an extraction pipeline that produces structured pallet data.

Pallets #

A Pallet is a unit of produce within a shipment. Each pallet has attributes extracted from documents:

Key pallet attributes:

pallet_number   — Unique identifier on the pallet
produce_name    — What's on the pallet (e.g., "Hass Avocado")
category        — Produce type classification
calibre         — Size grading (e.g., "12", "14", "16")
boxes           — Number of boxes on the pallet
box_weight_kg   — Weight per box in kilograms

Each pallet contains one or more Packing Lines — individual rows from the packing list that record produce details, box counts, and weights at a finer level of granularity (e.g., per calibre, variety, or pack format within the same pallet).

Mixed Produce Shipments #

A shipment can contain multiple produce types — for example, goldenberries and figs in the same container. When this happens, Trackberry displays a Produce column in the packing table with a color-coded badge for each produce type, so you can see at a glance what’s on each pallet.

Organic & Conventional #

Each packing line records whether the produce is Organic or Conventional. Trackberry displays this on shipments:

• 🌿 — Every packing line is organic
• 🌱 — The shipment contains a mix of organic and conventional produce

GGN (GLOBALG.A.P. Number) #

A GGN is a 13-digit certification number from GLOBALG.A.P. identifying the producer or farm. When present in packing lists, Trackberry extracts it per packing line and displays a summary on the shipment:

• A single GGN if the entire shipment comes from one certified producer
• “Mixed (N GGNs)” if lines originate from multiple certified producers

Containers #

A Container is the physical shipping unit that holds pallets during transport. Ocean shipments typically have one or more containers; air shipments do not use containers.

Cargo Type #

Each shipment (or container) has a Cargo Type that describes the temperature regime:

The cargo type is automatically detected from transport documents when available. Frozen shipments display a ❄️ badge with the set temperature across the dashboard, shipment list, and trading view.

Shipment Notes #

You can attach free-text Notes to any shipment — internal comments, reminders, or instructions for your team. Notes auto-save as you type (no submit button needed) and appear as a 📝 icon on the shipment list, dashboard, and trading view.

Quality Checks #

Checks are automated validation rules that run against extracted shipment data. Examples:

• Weight check — Verify total weight matches expected range
• Calibre check — Ensure calibre values are within product specs
• Completeness check — Flag missing required fields

Checks produce results: pass, warning, or fail. Checks are informational — they flag problems rather than blocking approval, and an admin can mark them resolved when the answer came from a phone call rather than a document. See Quality Checks.

Members & Roles #

Users join organizations through Memberships, each with a role:

• Member — Day-to-day shipment work: view shipments, documents and pallets, upload documents, and approve or reject shipments
• Admin — Everything a Member can do, plus managing settings, members, approved senders, and checks
• Owner — Full access including organization-level settings and billing

See Managing Your Team for the full permission table.

Approved Senders #

Approved Senders are email addresses or domain wildcards authorized to send documents to your organization. You can approve a single address (e.g., sender@example.com) or an entire domain (e.g., *@example.com). Documents from unapproved senders are flagged for review.

Pre-allocations #

A Pre-allocation assigns a number of boxes from a packing line to a specific customer (allocatee) before the shipment arrives. This lets you plan distribution in advance. Pre-allocations are tracked per packing line and cannot exceed the line’s box count.

Public Tracking #

Organizations can enable Public Tracking Pages to share a live, unauthenticated view of any shipment. External parties can view the tracking map, transport details, and selected documents — and subscribe to email updates when the status changes.

Shipment Messages #

Every email sent to your organization about a shipment is stored as a Shipment Message. Trackberry uses AI to analyze each message and extract:

• Category — Arrival notice, delay notice, inspection notice, customs update, etc.
• Urgency — Info, warning, or critical
• Summary — A one-line description of the key information
• Dates — ETAs, delivery dates, and inspection dates mentioned in the email
• Suggested status — Whether the email implies the shipment has arrived or departed

Messages appear on the shipment page and provide a complete conversation history alongside the structured shipment data.

Trading View (Stock Overview) #

The Trading View aggregates all packing lines from active shipments into a pivot table grouped by calibre, variety, and/or pack format. It shows unallocated vs. allocated stock at a glance, with click-to-drill-down into individual packing lines and inline pre-allocation. See the Trading View guide for details.

Destination Filter #

Both the Dashboard and Trading View offer a hierarchical destination filter that lets you narrow down shipments by country and port. Check a country to select all its ports, or expand to pick individual ports.

Audit Log #

Every significant action is recorded in the Audit Log — document uploads, approval decisions, setting changes, member management, and inbound email updates. The audit log provides full traceability for compliance.