MachShip provides the ability to send tracking information of the consignment via email to the end receiver. The email will contain the consignment information and the link to Public Tracking page which contains the status of the consignment. This can be achieved by enabling the email tracking notification setting on the company page.

Email Tracking Notification settings allow an admin to configure when and how Advance Shipping Notices’ (ASNs) will be emailed out of the platform. This option will not allow the user to configure tracking but rather it can just be set to enabled.

How to navigate to the Enable Email Tracking Notification

Select Admin and View Companies.

Search for the company you wish to change the tracking page, select the cog on the right-hand side and the Edit Company option. 

Once on the edit company page, you can set the Email tracking notification field to any of the options below.

Permission Requirements and Troubleshooting

Permission Requirements:

To access the View Companies and Edit Company options, your user account must have the View or Edit Companies permission. If you do not see these options in the Admin menu:

1. For broker-managed accounts: Contact your broker organisation administrator = to request configuration on your behalf, as they may have elevated permissions to modify company settings.

2. For direct MachShip accounts: Contact MachShip support at support@machship.com to request the View or Edit Companies permission for your user account.

3. For API integrations: If you're using the MachShip API to automate tracking email configuration, refer to the API documentation for company-level settings endpoints.

Note: In broker-managed hierarchies, only broker administrators or designated account managers may have permission to modify company-level settings. End customers under a broker organisation should request configuration changes through their broker contact.

The options are:

a. Always send tracking notification - Whenever there is an email entered in the delivery email text box when creating a consignment, MachShip will send out the tracking email. 

b. Never send tracking information - The tracking email will never be sent, even when there is an email in the delivery location email text box. 

c. Prompt on consignment creation - Whenever a consignment is created a radio icon will appear below the email text box where a user can set if they wish to send the tracking email or not.

Default Behavior and Optional Enhancements

By default, when Email Tracking Notification is enabled, customers receive a single Advance Shipping Notice (ASN) email when the consignment is manifested. This email contains the consignment information and a link to the Public Tracking page. If you want to send additional emails to customers at other delivery milestones (e.g., picked up, in transit, delivered), you will need to configure Tracking Update Notifications separately. See How to Configure Email Tracking Update Notifications Based On Consignment Status for instructions on setting up milestone-based emails.

What Information Appears in the Tracking Email vs. Tracking Page

It is important to understand the distinction between what information is included in the tracking email notification and what appears on the Public Tracking page:

Tracking Email Template includes:

• Consignment status
• Carrier reference number
• Link to the Public Tracking page

Customer Reference 1 and Customer Reference 2 do NOT appear in the email template itself. These custom references are only displayed on the Public Tracking page, not in the initial tracking notification email.

To display customer PO numbers or other custom references to end customers: Enable 'Show Customer Reference 1' and/or 'Show Customer Reference 2' on the tracking page configuration. For detailed instructions, refer to How to customise the Company Tracking page.

How end customers view these references: End customers can view Customer Reference 1 and Customer Reference 2 by clicking the tracking link in the email to access the Public Tracking page. Once on the tracking page, they will see these custom references displayed alongside the consignment tracking information.

See below example of an email tracking notification:

The email tracking notification is sent upon manifesting. You can verify if the email has been sent to the customer by viewing your consignment and checking the email status on the email section. 

You can also check the email status on the email grid page. To know more about email grid you can refer to this link. 

Should you see that an email has an error message or been dropped please contact support@machship.com.