Trackberry

Getting Started

Quick Start

Set up an organization, invite your team, and process your first shipment.

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Goal

By the end of this guide you’ll have an organization, at least one colleague with access, document checks switched on, and a first shipment processed from document to reviewed pallet data.

Allow about 10 minutes, most of which is waiting for a packing list to extract.

Before you start

  • Access to the email inbox for the address you’re signing up with, since sign-in is passwordless. You don’t need an invitation: the first time you enter an address, Trackberry creates the account.
  • A packing list to process — Excel (.xlsx) gives the most reliable extraction, but a PDF works.

Step 1 — Sign in

Trackberry has no passwords. You sign in with a link sent to your inbox.

  1. Visit trackberry.com and click Get started.
  2. Enter your email address.
  3. Open the message and click the magic link.

You’re signed in. Links expire after 20 minutes and work once — request a fresh one from the sign-in page if yours has expired. You can request up to 5 links for the same address in 15 minutes.

Step 2 — Create your organization

On first sign-in you’re guided through creating an organization.

  1. Choose a name — your company or team (e.g. “Acme Fresh Produce”).
  2. Confirm the slug — a URL-friendly identifier is generated for you (acme-fresh-produce), and you can edit it.
  3. Continue to your dashboard.

Result: your organization lives at trackberry.com/your-slug/dashboard, and its inbound email address is [email protected]. Both derive from the slug, so choose one you want to keep.

Step 3 — Invite your team

  1. Open the menu under your avatar (top right), choose Organization settings, and click Team & activity.
  2. Click Invite member.
  3. Enter an email address and choose a role.

Roles are cumulative — each one includes everything above it:

Role Can do
Viewer View shipments, documents, and pallets. Read-only: can’t change anything
Member Everything a Viewer can, plus approve or reject shipments and upload documents
Admin Everything a Member can, plus manage checks, members, invitations, approved senders, organization settings, and billing
Owner Everything an Admin can, plus making another member an owner

Members and Viewers can open some organization settings to read them. Only Admins and Owners can change them, except the warehouse and carrier free time, which Members can also edit.

Full permission breakdown: Managing Your Team.

Step 4 — Review your document checks

Checks validate extracted data and flag problems before your team reviews a shipment. Nearly every check is already switched on.

  1. Open Organization settings, choose Documents & checks, and click Document Checks.
  2. Switch off any check that doesn’t fit your operation. There are no thresholds to set.

Result: checks run automatically whenever document data is extracted, and changes apply to new shipments immediately. See Document Checks for what each one does.

Step 5 — Process your first shipment

Choose whichever route matches how documents reach you.

Forward a packing list to [email protected].

Trackberry creates the shipment, attaches the document, extracts the data, and analyzes the email body for status information. This is the route worth setting up properly, because it keeps working without anyone remembering to do it — see Receiving Documents by Email.

Option B — Direct upload

  1. Go to Shipments → New Shipment.
  2. Drag in your packing list (Excel, PDF, or image).
  3. Click Create Shipment.

The New Shipment page with its drop zone
Drop packing lists, bills of lading and invoices here, or click to browse.

What to expect

Most documents finish in 10–30 seconds. Scanned PDFs and images take longer, occasionally up to a minute, because they go through OCR first.

When extraction finishes you’ll see the pallet table, the check results, and the original document side by side. If a check fails, click it to see which pallets triggered it.

Result: a shipment with structured pallet data you can review, approve, and track.

Troubleshooting

The magic link never arrived. Check spam, confirm the address, and wait up to two minutes. Then request a new one.

Extraction got the data wrong. Ask the supplier for .xlsx next time — Trackberry reads cells directly instead of reconstructing a table from page layout. For this shipment, supersede the document with a clearer version. See Troubleshooting.

The email created a shipment but no pallet data. The attachment may not have been recognized as a packing list. Open the document and use Change category to… to correct it — Trackberry re-extracts under the corrected type.

Next steps

Tags: setup quickstart onboarding