Mail handling that takes seconds at the desk
Photograph the envelope, confirm the recipient, and the member is notified. They choose scan, forward, hold or shred from their phone, fees go to the card on file, and every step is recorded — so "where is my cheque" has an answer rather than a shrug.
The four things a member can do
Chosen from the portal or the app the moment they are notified.
Contents scanned to their account. Counted against their plan's scan allowance, charged beyond it.
Sent to an address held on their record, with outbound tracking stored against the item.
Kept on the shelf. Where it is sitting is on the item, so anyone on the desk can find it.
Destroyed and closed, with the instruction and who carried it out both recorded.
Intake happens on a phone, standing at the counter, with one hand holding the post. If logging an item takes longer than putting it on a shelf, it will end up on the shelf — so the design target was a photograph and a tap.
Envelope and contents scans live in private storage with no public URL, readable by the recipient and by staff at that location and nobody else. The rule is enforced in the database, so there is no link to forward by accident.
Every item has a history
| State | What it means |
|---|---|
| Received | Logged at the desk with a photo, carrier and sender. |
| Envelope scanned | The image is attached and a recipient has been proposed. |
| Notified | The recipient has been emailed and pushed, and is choosing what to do. |
| Open and scan · Forward · Hold · Shred | The member's instruction, waiting to be carried out by staff. |
| Closed | Done, with the date and the person who did it. |
Prepaid forwarding labels are on our roadmap and are not built yet: today you buy postage as you already do and bill it on the item. Everything else above is live.
Mail handling questions
How long does it take the front desk to log a piece of mail?
A few seconds. Photograph the envelope on a phone, confirm the recipient the system proposes, done. Carrier, sender and whether the item looks official are captured from the same photo, and the recipient is notified without anyone writing an email.
How is the recipient identified from an envelope?
The envelope photo is read and a recipient proposed with a confidence score, along with the sender, whether it is a package and whether it looks like official mail. Staff confirm or correct it in one tap — the match is a suggestion that saves typing, never an automatic handover.
What happens to mail nobody collects?
Anything a member has been notified about and not acted on moves to hold-for-pickup automatically after a number of days you choose, and the transition is recorded like any other. Nothing sits in an undefined state, and the shelf does not fill with items whose status is somebody's memory.
Can we charge for scans, forwarding and packages?
Yes. Each plan carries a scan allowance; anything beyond it is a per-item fee charged to the card already on file through Stripe. Forwarding postage and package handling are billed the same way, against the item itself, so the member can see what each charge was for.
Is there a record of who did what?
Every status change is stored as its own event with who made it and when — received, scanned, notified, actioned, closed. When a member says a cheque never arrived, the answer is a history rather than a recollection, which is usually the entire conversation.
Do members need the mobile app?
No. Everything works in the member portal in a browser, and the same features ship in the iOS and Android app for members who prefer it. Notifications go out by email and, for app users, as a push.
Can mail be addressed to a company rather than a person?
Yes. Mail can be logged to a member or to a company, which is what you want when a four-person firm shares one address and any of them may collect. Both are recipients in their own right, and a 1583 is still required for each individual who receives mail.
Bring a handful of envelopes
Thirty minutes. We will log real mail, notify a member, and run a scan and a forward end to end.