SHIP LOGIC OPERATIONS

USER MANUAL

Table of Contents

LOGGING IN TO ADMIN

Log in to your Ship Logic account:

1. Go to https://portal.thecourierguy.co.za/login
2. Enter your username and password.
3. Click on Log in to proceed.

(For first-time users only)

Enter your temporary username and password (Received via email).

Set your own password and continue with the log in process.

Note: The password requires 8 or more characters

The Dashboard will open to give you an overview of all your shipments. Use the navigation panel on the left to start exploring the system. 

PORTAL QUICK SEARCH

Quick search waybills, invoices, or credit notes

Quickly find any waybill by manually entering a waybill number or scanning a waybill with the handheld scanner to open its details.

Enter the waybill, invoice, or credit note number in the search bar to open that specific item.

To use the scanner, click inside the search bar to activate the scanner, then scan the parcel. You can scan ANY waybill to open its details. 

OPS DASHBOARD

Our Ops Dashboard is specifically designed for your day-to-day operations, summarised in one view per Branch, per Ops manager, and per Driver. The Ops Dashboard will give you and your operations managers the ability to monitor the drivers and intervene where needed, adding to the already streamlined user experience. 

With access to all drivers per branch and the shipments that are assigned to each of them, the ops managers can easily open any shipment directly from the Ops Dashboard and update any details to the shipments. All changes that are made on the Ops Dashboard are immediately updated on the driver’s side, allowing the driver to navigate and complete the shipment process from there on.

How to manage the Ops Dashboard

Open the Ops Dashboard and start by selecting the branch you wish to manage.

Ops managers are assigned to branches upon user creation and will see their assigned branch by default.

Set the rest of the filters by selecting them in the dropdown menus.

Select a driver form the list on the left-hand side of the dashboard or use the search bar to search for a specific driver in the list.

Click on the driver to view their shipments on the right.

How to access and manage individual shipments via the Ops Dashboard

Click on a shipment in the list to open and manage it via the Ops dashboard.  Once opened, the operations manager can update the status, change the drivers, update any address and/or contact details etc, without leaving the Ops dashboard page.

How to manage unassigned collection and deliveries

Shipments that have no driver assigned will be listed on the Ops Dashboard under unassigned.  To manage these shipments, click on the unassigned tab in red to open the list on your right-hand side.

Click on a shipment to open and assign a driver. Once a new driver is assigned, click Save in the bottom right corner. 

The shipment will now be assigned and moved to the relevant driver’s collection and deliveries.

How to view a driver's performance

Select a driver from the panel on the left and click to view their relevant collections and deliveries.

Find the View driver performance button in the top right-hand corner and click to open. 

View a summary of the driver’s performance and filter between dates to view the driver’s historic trip sheet. 

Use the graph and get more info on the driver’s total stops for the day or scroll down and see the driver’s snail trail to see where they went.

SHIPMENTS

With shipments at the heart of your courier business, we’ve ensured that you have a hassle-free experience when using our software. Manage problematic shipments effortlessly by changing or updating addresses and contact details to minimise any failed collection and delivery attempts, saving your company valuable time and money.

The software allows you to capture and upload images related to a shipment to better manage credibility and improve follow-up and resolution times for any issues that might come your way. To make processes even more efficient, operations managers can create their own custom filter sets based on drivers, shipment statuses, and much more to streamline their future workflow.

How to navigate the shipments page

Search for the shipment in the table OR search for the waybill number in the provided search bar.  Open the relevant shipment to view and manage that shipment’s details.

How to create and manage your own custom filter sets

Add custom filters to your shipment page and work with information that is only relevant to you. 

E.g. Use custom filters to:

• Find and manage problematic shipments
• View shipments for a specific set of drivers
• Only view damaged shipments 

 

Set your desired filters on the main shipment page and save them to your custom filter set. (See below)

Go to Saved filters in the top right corner and select the dropdown. Then, click on Save current filters to save your new filter set.

To delete a custom filter, open your saved filters and click on the bin icon.

How to create a shipment (Waybill)

Open the Shipments page and click on the Create shipment button in the top right-hand corner of the screen.

Start searching for the relevant account by typing the account name and clicking to select.

Complete the collection and delivery details, enter the contact details for both the sender and receiver, and add some special instructions to give more details to the driver.

Scroll down and enter the parcel dimensions and weight, add a description and an optional alternative tracking reference.

To finalise, click on the Complete shipment button in the bottom right-hand corner of the screen.

Then, choose the relevant service type to determine how fast the shipment should be delivered.

Service level rates are determined by the dimensions of the parcel entered in the above step. 

Lastly, click on Save changes to complete and create the shipment.

Where to download a shipment's waybill

Select the relevant waybill and open to view the shipment details. 

1. Open the gear icon in the top right corner of the screen. 
2. Click on Download waybill. 
3. A PDF file will download to your computer.
4. Open the file to view the waybill information.

Please allow the pop-up on your browser. The PDF will open in a pop-up and then be able to download or print.

How to reschedule a collection

Select the relevant waybill and open it to view the shipment details.

1. Open the pencil icon next to the Earliest collection date.
2. Change the collection date and time.
3. Click Save.

How to upload POD files to a shipment

Select the relevant waybill and open it to view the shipment details.

1. Open the gear icon in the top right corner of the screen. 
2. Click on Manage POD files. 
3. Drag and drop any PDF or Image file(s) or click to open your documents.
4. Wait for the file to load and then click on Save to complete the upload.

 

 POD files will be available in the shipment’s tracking events to view and access when needed.

Where to view a shipment's tracking events

Select the relevant waybill and open to view the shipment details.

1. Open the gear icon  in the top right corner of the screen.
2. Click on View tracking events.

Switch between shipment and parcel tracking by clicking on the different tabs.

POD images will be visible in the tracking events per parcel.

Where to view a shipment's communication log

Select the relevant waybill and open to view the shipment details. 

1. Open the gear icon in the top right corner of the screen.
2. Click on View communication log.

Where to view a shipment's audit trail

Select the relevant waybill and open to view the shipment details.

1. Open the gear icon in the top right corner of the screen.
2. Click on View audit trail.

How to duplicate a shipment

Select the relevant waybill and open to view the shipment details.

1. Open the gear icon  in the top right corner of the screen.
2. Click on Duplicate shipment. 
3. Create a new shipment with the same shipping details

How to return a shipment

Select the relevant waybill and open to view the shipment details.

1. Open the gear icon in the top right corner of the screen.
2. Click on Return this shipment.
3. A new shipment is created where the collection and delivery details are swapped, ready to be returned to the sender.
4. Note the new waybill number assigned to the returned shipment.

Note the new waybill number assigned to the returned shipment.

How to cancel a shipment

Select the relevant waybill and open to view the shipment details.

1. Open the gear icon in the top right corner of the screen.
2. Click on Cancel shipment. 
3. Read the pop-up carefully and either cancel or keep the shipment.

Please note: 

• Cancelling a shipment before collection will not incur any costs.
• Charges will still apply if a shipment is cancelled after collection

How to change a shipment's status

Select the relevant waybill and open to view the shipment details. 

Change the shipment status by selecting an option from the Status dropdown menu. The status will automatically update across all platforms after you save.

How to change shipment statuses or drivers in bulk

Use the bulk editor feature if you have more than one shipment that needs to be updated.  

Go to your shipments page and select the relevant shipments by clicking on the tick boxes next to the shipments.

Then go to the Bulk edit icon on the right-hand side of the page and apply the necessary changes to the status or driver. All changes made will apply to all selected shipments.

Click Save when done.

How to send communication in bulk

Using the Bulk actions dropdown, the selected shipments’ senders, receivers, and account holders can be contacted.

Go to the Bulk edit icon on the right-hand side of the page and select an email option from the dropdown. A new modal will appear where you can compile a message.

Type out your text or paste some HTML along with adding a subject line and then click on Send email when done.

Selected contacts will now receive an email containing your custom message.

How to change the driver assigned to a collection/delivery

Select the relevant waybill and open to view the shipment details. 

Go to the collection/delivery section and change the driver by selecting one from the dropdown menu.

The new driver will receive a push notification on their device and the shipment will appear in their App’s trip sheet.

How to change the collection/delivery address on a shipment

Select the relevant waybill and open it to view the shipment details.

Edit the collection/delivery address by clicking on the edit icon . Enter the new address and click on Save in the bottom right corner.

How to change a parcel's details

Select and open the relevant waybill to view the shipment details, then scroll to the Parcel Details section and click on the  icon to edit the parcel details.

Make the necessary changes and click on Save in the bottom right corner to finalise the changes.

Make the necessary changes and click on Save in the bottom right corner to finalise the changes. 

Changes made to dimensions and weight will affect the rate of the entire shipment. Confirm the new rate to complete the change.

How to add more parcels to a shipment

Select the relevant waybill and open it to view the shipment details.

Scroll to the Parcel details section, click on the icon and then click on Add another parcel

Save when done.

How to remove parcels from a shipment

Select the relevant waybill and open it to view the shipment details. 

Scroll to the Parcels section, click on the icon to edit. Then click on the icon remove to delete the parcel from the shipment.

How to change a shipment's service level

Select the relevant waybill and open to view the shipment details.

Scroll to the Service type section and click on the icon .

1. View all relevant service levels for the shipment.
2. Select and/or change the required service level.
3. Save changes at the bottom.

Note: Service levels can also be changed after editing parcel details.

How to add credit/debit to a shipment

Select the relevant waybill and open it to view the shipment details.

Scroll to the Billing section and click on Add transaction in the right-hand corner.

Choose the required transaction from the dropdown menu and directly add it to the shipment.

This transaction will now be listed in the Billing transactions list for the relevant account.

How to add and send notes on a shipment

Select a shipment and scroll down to the notes section at the bottom.

Click within the text box to start typing a custom note and then select a sending option below if you would like to email the note as well.

Click Add note to complete and this action. Your note will be saved to the shipment and emailed to the relevant contacts.

Don’t forget to save when you are done.

Shipment notes are only visible to other admin users and not to the drivers assigned to the shipment.

MAPS

At the heart of our software is our integrated maps feature, which makes it incredibly easy for you to define driver zones, create main and regional areas, outline locations that require a surcharge, and specify areas that are only serviced on certain days.

Set up each map different from the other as each map will have its own unique function throughout the system.   

GENERAL

How to create a new zone on the map

Go to the relevant map and click on Edit zones in the right-hand corner. 

Once in edit mode, click on the draw tool icon next to the selector icon and then go to the spot on the map where you wish to draw the new zone. 

Start your zone by clicking on the map to select your first point then click on the map again to complete the first line of your new zone. Continue by clicking on the map to draw the rest of your zone. 

Complete the zone by joining the first and last node. This will prompt a pop-up where you can give the zone some details and then Save to finish. 

How to edit a zone on the map

Go to the relevant map, click on the zone you want to edit and accept the pop-up or alternatively, click on the Edit zones button in the right-hand corner.

This will open the edit mode and allow you to change the zone where needed.

When selecting a zone, you’ll be able to change the zone by dragging the nodes to the new desired points.

When done editing, click on Save to update the edited zone.

How to delete a zone on the map

Open the relevant map and click on the Edit zones button in the top right-hand corner.

Select the zone you want to delete and click on the bin icon in the panel on the right . 

How to delete a node when editing a zone

Open the relevant map and click on the Edit zones button in the top right-hand corner.

Select the zone you want to edit and then go to the node you want to delete. Hover over the node and right-click to delete.

DRIVERS

With Google Maps integrated into our powerful software, you can easily create your own zones and assign them to different drivers, eliminating the need to integrate with external maps software. This allows the system to seamlessly auto-assign new collections and deliveries to your drivers based on the zone in which the shipment address is located, freeing up valuable time for your operations managers to focus on problematic shipments. To make it even more exciting, these zones are completely editable in real-time, empowering you to refine your drivers’ zones or even to assign a different driver to a specific area if the primary driver is unavailable for that day. This ensures that your customers’ parcels are always collected and delivered no matter what the circumstances are.

In short, you’ll have a bird’s eye view of all your drivers, the locations of all shipments, and who is responsible for each shipment. If that’s not full control over your fleet, then we don’t know what is.

Note: Drivers must be created as users before being assigned to zones.

How to add a new zone and assign a driver to the map

Go to the Drivers map and click on the Edit zones button in the top right corner.

Once you’re in edit mode, click on the Draw tool icon at the top of the map . This tool allows you to draw a zone, assign a driver and add a colour to the zone.

Complete the zone details and assign a driver to the zone by selecting one from the drop-down.

Click Save to continue.

How to change the driver assigned to a zone

Click on the zone you want to edit and accept the pop-up. Change the driver for the zone in the panel on the right by selecting a different driver from the drop-down menu.

When done, click on Save. The new driver will now receive all notifications related to shipments in that zone.

Drivers need to be added as users before they can be assigned to a new driver zone. 

How to see which driver is assigned to a zone

Open the Driver map and search for the relevant zone in the left-hand panel.

The name of the driver that is assigned to the zone appears below the name of the zone. 

You can also hover over a zone to see the zone’s name, as well as the driver assigned.

BRANCHES

How to add a new branch to the map

Navigate to Maps and click on the Branches tab at the top. Then click on Edit zones to open edit mode.

Start by drawing your new branch zone on the map and saving the zone details.

Complete the details by filling in an address and contact details for the branch.

These contact details will be needed when customers request special trips near this branch. 

Set one branch to the default branch by selecting default branch in the zone details. All users, accounts and shipments will be reassigned to the default branch should their respective branches be removed. 

RATES, SURCHARGES, AND SERVICE DAYS

How to add a new zone to the Rates, Surcharges, or Service days maps

Navigate to Maps and click on the relevant tab at the top Rates, Surcharges or Service days and click on Edit zones.

Once you’re in edit mode, click on the Draw tool at the top of the map. These tools help you to create new zones on the maps.

Complete the zone details by adding a zone name, tags and a colour in the panel on the right. 

Tags are used to identify zones when setting up rates and estimates. Create a tag and reuse the same tag across different zones to link zones to one rate or surcharge. 

Save the new zone when done.

How to create and manage tags for the Rates, Surcharges, or Service days maps

Tags are used to identify, define and group zones with similar rates, surcharges, or service days. 

For example:

• “Regional areas” for rates,

• “Embassies” for surcharges, and

• “Mondays only” for service days.

Click on Create new tag or manage existing ones.

Click on Manage tags to go to the current maps’ tag page to edit and manage existing tags.

HUB SCANNER

Improve parcel management at your hub by using our integrated hub scanner technology. Simplify your process by scanning bulk parcels as “at hub” or “out for delivery” when using the built-in hub scanner, eliminating the need for additional software to integrate with your system. Using the built-in hub scanner, you can easily see which parcels are expected to be scanned as “at hub” or “out for delivery” per driver, significantly reducing the risk of lost parcels in your warehouse and effectively maximising your overall parcel management.

How to use the Hub scanner

Go to Hub scanner in the left-hand navigation menu and select a hub from the drop-down. If the logged-in user is limited to the branch, then there will be no branch option as the hub scanner will automatically be linked to the chosen branch. 

More drop-down menus will appear as you complete the information.

 

If plugged in, the scanner will become active and ready for use.

Scan the shipment and wait a split second for the GREEN or RED screen to appear to confirm if the scan had been successful.

The scanner is immediately ready to continue scanning after the first scan.

Each shipment is updated accordingly per scan and customers are notified where requested. 

How to add tags to shipments with the hub scanner

Tag shipments in bulk using the hub scanner.

Go to hub scanner and select the toggle to add the tag function to the current scan session. Choose an option from the tag action menu and then add some tags to complete the action.

What to do if the hand-held hub scanner doesn't work

If the hand-held scanner doesn’t work, you can manually enter the parcel reference into the provided space at the top of the page.

Press enter to submit the parcel reference.

What to do if a parcel is highlighted in red

Invalid parcels will appear in red. This means that the parcel is not created or not registered on the system.

You can Retry the scanner and if the parcel is still not found, you can ask an operations manager for assistance.

INTERHUB MANIFESTS

Use Interhub manifests for those shipments travelling between major hubs or centres. Easily create manifests and scan all relevant parcels into the manifest in order to update their tracking status to “In transit”

Use the manifest to track missing parcels and also to add tags to shipments while scanning them from the manifest.

How to create a manifest

Create a new manifest by going to Interhub manifests in the left-hand navigation menu and then clicking on Create new manifest in the top right corner.

Complete the manifest details  and select Create manifest to complete. 

Once created, you can open the manifest and start scanning the relevant parcels to add to the manifest. 

How to edit the manifest details

Open the manifest you wish to edit and click on the edit icon next to Manifest details.

Change/edit the information as needed and click on Update manifest to save the changes made.

How to add shipments to a manifest

Use the scanner to outbound or inbound shipments and parcels in the manifest. Open the manifest and start scanning.

• Outbound (scanned in as leaving the origin hub)
• Inbound (scanned in as entering the destination hub)

Please note: You can manually enter the shipment/parcel reference if the scanner is not available or not working.

How to find missing parcels in a manifest

Open the relevant manifest and go to the right-hand side of the page. 

Select the toggle “Missing parcels” and view all the parcels still outstanding in the list below.

 

How to view manifest shipments on the main shipment page

Open the relevant manifest and go to the additional settings icon in the top right-hand corner of the screen.

Click on View on shipments page to go to the main page.

How to download a manifest CSV

Open the relevant manifest and go to the additional settings icon in the top right-hand corner of the screen.

Choose the Download CSV option.

How to delete a manifest

Select the manifest(s) you wish to remove and then click on the trash icon found on the right-hand side of the page .

How to remove shipments from a manifest

Open the relevant manifest and go to the list of scanned shipments.

Click on the trash icon next to the shipment you wish to remove and confirm the removal. 

How to close a manifest

Open a manifest and go to the right-hand side of the manifest page.

Click on the Close manifest button to close the manifest.

How to print a manifest

Open the relevant manifest and go to the manifest details section. Click on Download PDF and wait for the PDF to open in a new tab.

The manifest will be downloadable and printable in this new tab. 

TOOLS

Additional tools are available on Ship Logic to help simplify those bulk actions that are sometimes needed.

Access these features by going to Tools in the left-hand navigation menu.

POD Uploader

How to use the POD uploader 

The POD uploader uses OCR technology to upload any image or PDF as proof of delivery. The scanned POD will be linked to a waybill once scanned successfully and the shipment will be updated to a delivered status with the POD image stored in the shipment tracking events.

This feature allows for bulk uploads with a simple drag and drop or file select option.

Open the POD uploader and click anywhere on the page to open the file selector OR drop and drag your desired files onto the page.

The upload will start immediately. Monitor the status of each waybill while it processes. 

Once uploaded, view the status of each waybill to see if it was linked successfully.

Successful uploads: PODs were successfully scanned and linked to the relevant waybill. View the uploaded POD directly from a shipment’s tracking events.

Unsuccessful uploads: These are PODs that could not be scanned successfully. They have to be manually added after the initial scan. Click on the waybill to manually scan and upload.

This step is only applicable to unsuccessful uploads.

Manually scan or enter the correct waybill number to link the POD to the relevant shipment.

Click on the failed upload to open the manual entry page. 

Scan or manually enter the correct waybill number into the required field and click on Save at the bottom.

Click on End session when all waybills have been linked successfully.

How to remove uploads after scanning 

Uploads can be removed after scanning. Follow Step 1 and 2 above. 

Use the slider or filters to easily find all unmatched PODs.  

Click on the remove icon on the selected waybill to remove it from the upload session.

ASSIGN TRACKING STICKERS

How to link tracking stickers to parcels (Waybill check-ins)

Go to tools and open the Assign tracking stickers.

Start by scanning the waybill number  

A page will open where you can scan each parcel’s tracking sticker

Scan tracking stickers to link them to each individual parcel.

Click on Assign stickers to complete the action.

How to add more parcels when linking tracking stickers

Go to tools and open the Assign tracking stickers.

Start by scanning the waybill number. 

Wait for the page to open and then look for the add another parcel below the existing parcels.

Complete the parcel dims and weight, link the tracking sticker and then click on assign stickers to finish.

View your changes to the shipment by clicking on Open shipment

All changes to the shipment and its billing are automatic and will reflect immediately.

USERS

ROLE MANAGEMENT

Ship Logic uses roles to define the permissions that certain users may or may not have. A list of Global roles are available to choose from or you can create your own custom role.

Select a role to assign to a user when creating or updating their profile. These roles come with a set of permissions that allow the user to access certain features on the system. 

Always be careful when creating new roles. Some permissions are quite powerful. Rather ask our support for assistance when you are unsure about some permissions.

How to add a new role to the system

Open the Role Management page in the top right-hand corner of the screen by clicking on the Manage roles button.

Click on Create new role and start by giving the new role a name and description and then moving on to select all the relevant permissions needed for this role. 

Click Save when done and find the new role in your role management list.

How to modify a role and update its permissions

Open the Role management page and click on the role you wish to update. 

Change the role name and description, view the audit trail, duplicate the role or delete the role.

Click Save when done.

All users with the role will be automatically updated with the new permissions and changes.

DRIVERS AND ADMINISTRATORS

How to add a new user to the system

Go to Users in the left-hand navigation menu. 

Click on Create new user in the top right-hand corner and complete the information. 

Then click on Create user in the bottom right-hand corner when done.

Newly created users receive an email and/or SMS with their username and a temporary password that they can use to log in to the system the first time. 

During this process, they’ll be able to set their own new (private) password.

How to change a user's details

Go to Users and search for the relevant user or select the user from the list below.

Click on the user to open their details and then click on the pencil icon next to the details you wish to edit.

Choose between Contact details or Operational details.

How to change a user's role

Go to Users and search for the relevant user or select the user from the list below. 

Click on the pencil icon next to Operational details and click on Change user role.

Select the new role from the dropdown menu and click on Save when done.

How to remove a user from the system

Go to Users and search for the relevant user or select the user from the list below. 

Open their details, navigate to the top right corner, and click on Delete user.

Note: A deleted user’s username cannot be reused in any new user that is created

Global users

Ship Logic provides you with a list of users to choose from when creating users for your company. Each user needs to be assigned a role to obtain the relevant user-rights required. 

Below are the different global user types.