How to Configure Email Tracking Update Notifications Based On Consignment Status

If you would like MachShip to send email notifications to clients about delivery milestones and updates when freight is dispatched or its status changes, this can be configured through the Tracking Update Notification page.

From this page, you can create email tracking update notifications that will allow clients to automatically receive updates on their consignments, helping them stay informed about key delivery events such as picked up, in transit, and delivered etc.

Capabilities and Limitations

Tracking Update Notifications allow you to automatically send email notifications to receivers (consignees) when a consignment reaches specific delivery milestones (e.g., Picked Up, In Transit, Delivered). These emails confirm delivery status and keep receivers informed of shipment progress.

Important: Tracking Update Notifications send status-based emails only. The actual Proof of Delivery (POD) document or image is NOT automatically attached to these notification emails. POD documents are accessible within MachShip (via the Att column on Completed/All Consignments) but are not pushed to receivers as email attachments through this feature.

If you need to send POD documents to receivers, you will need to:

- Manually download and send PODs from MachShip, or
- Explore third-party integrations or custom workflows outside of MachShip

For more information on accessing POD documents in MachShip, see the relevant help article.

How to navigate to the Tracking Update Notification page

Select Admin and then select Other Options

Via the Advanced panel on the left-hand side select Tracking Update Notifications

How to create Email Tracking Update Notifications

To create an email tracking notification, select the Create Tracking Update Notification option or the other option in the top right-hand corner

1. Set the Name

This is a free text field and would identify the email notification for your purposes - it is not utilised in the email that is sent

2. Set the Company

Select the company you wish to assign the email notification to by typing and selecting the relevant company.

3. Notification Type

Select the "Email" option

4. Link to a Company, Carrier and Status

Select Add Company Link to set the company, carriers, and statuses that you wish to link to the notification

I. Company (Required)

Select the company you wish to assign the tracking notification to by typing and selecting the relevant company. To set this for a whole organisation simply type in the parent company and select the inheritable option.

If you wish to link this to multiple companies, simply select a company again - it will then show multiple selected companies:

To remove a company, simply select the X

II. Tracking Status (Required)

Each email tracking notification will need to be linked to a tracking status - the flagging of this status - either manually or from the carrier will prompt the sending of the email notification. To link a status, select from the drop-down:

Once selected, the status will show as below:

If you wish to link this to multiple statuses, simply select a status again - it will then show multiple selected statuses:

To remove a status simply select the X

III. Carrier (Optional)

If you wish to link this email notification to a particular carrier or carrier(s) simply type in the carrier name and select from the typeahead

To add a multiple carriers simply follow the same process

To remove a carrier simply select the X

Note if you wish to have this notification flagged for ALL carriers, simply leave the selection field empty

If you want to link this notification to another company with a different set of carriers and/or statuses, simply select the Add Company Link and repeat the process above

5. Set the notification as Enabled

To enable the email notification and set it live, simply select the Enabled Flag to Yes:

For the Email Notification

and the Company Links

6. Save the Tracking Update Notification

Please note that in order for the email tracking update notifications to work, the company needs to have the "Email Tracking Notifications" option enabled in the company page. For instructions on how to enable email tracking notification for a company, please go to the below help article:
How to Enable the Email Tracking Notification