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. To start another one, open the menu under your avatar and choose Create new organization
• Settings, checks, and approved senders are scoped per organization

Shipments #

A Shipment represents a batch of fresh produce moving from origin to destination. (If you import general goods such as parts or components, switch What you import to General goods under Organization settings → General and invoices and packing lists are read accordingly.) By default one shipment stands for one bill of lading, however many containers it carries. An admin can change that to one shipment per container under Organization settings → Shipments, which also changes what you’re billed for (see Billing). 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. A pallet can have one line per calibre, variety, or pack format.

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.

Load Type #

An ocean shipment is either FCL (a full container load) or LCL (a less-than-container load). When you edit the shipment, the app shows this as Load type (FCL or LCL). An LCL shipment travels in a container the forwarder consolidates, shown as the Consolidation container in the tracking timeline. Its forwarder house B/L is never used to track the container, and the container’s free time isn’t yours to watch.

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.

Document Checks #

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

• Box Counts Match — The packing list’s rows add up to the total boxes it declares
• Invoice Matches Packing List — The invoice and packing list agree on produce and box count
• Phytosanitary Certificate Uploaded — A produce shipment from outside the EU has its phytosanitary certificate

Checks produce results: pass, warning, or fail. A warning flags a figure that could not be verified. A failure keeps a draft shipment from validating until the data is corrected. An admin can also mark the check resolved when the answer came from a phone call rather than a document. Neither blocks approval. See Document Checks.

Members & Roles #

Users join organizations through Memberships, each with a role:

• Viewer — Read-only: sees everything a Member sees but can’t change anything
• Member — Day-to-day shipment work: view shipments, documents and pallets, upload documents, approve or reject shipments, and edit the warehouse and carrier free time
• Admin — Everything a Member can do, plus changing organization settings, billing, members, approved senders, and checks
• Owner — Everything an Admin can do, plus making another member an owner

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., [email protected]) 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 #

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.