Smart Mailroom Management
Track every letter and parcel from arrival to collection. Instant notifications, supplier analytics, and a complete audit trail — all in one place.
Everything you need for mailroom management
Instant Registration
Register incoming mail in seconds. Scan barcodes, select the supplier and recipient, and the system handles the rest.
Automated Notifications
Recipients are notified instantly via email and in-app alerts the moment their mail is ready for collection.
Supplier Directory
Maintain a per-building courier directory. Track delivery frequency and identify your most active suppliers.
Analytics Dashboard
Mail volume trends, supplier breakdowns, collection times, and recipient activity — all at a glance.
Full Audit Trail
Every status change is logged with a timestamp and actor. Perfect for compliance and dispute resolution.
Self-Service Collection
Recipients can confirm collection themselves via the dashboard or a quick-scan kiosk at the mailroom counter.
How it works
Register
The mailroom clerk logs the incoming item — supplier, type, recipient, and any reference number.
Notify
The system instantly alerts the recipient by email and in-app notification that their mail is ready.
Collect
The recipient visits the mailroom and confirms collection. The item status updates in real time.
Archive
Collected items are automatically archived after a configurable retention period for reporting.
Trusted by Global Organisations
ISO 27001
Information Security Certified
ISO 9001
Quality Management Certified
GDPR Compliant
EU Data Protection
Frequently Asked Questions
Get answers to common questions about OSBase Mailroom Management and how it can transform your post room operations.
The mailroom clerk scans the item's barcode or manually enters the details — supplier, type, recipient, and any reference number. The system instantly creates a record and notifies the recipient.
Yes. Recipients can confirm collection themselves via the dashboard or by scanning a QR code at a quick-scan kiosk at the mailroom counter. The item status updates in real time.
Absolutely. The platform supports multi-site deployments with centralised reporting. Each building maintains its own supplier directory and mailroom queue whilst sharing unified analytics.
Recipients are notified instantly via email and in-app alert the moment their mail is registered. Reminder notifications can be configured for uncollected items after a set period.
Yes. Each building maintains a per-building courier and supplier directory. You can track delivery frequency, identify your most active suppliers, and generate reports on supplier performance.
The analytics dashboard provides mail volume trends, supplier breakdowns, collection times, recipient activity, and uncollected item reports. All data can be exported for compliance and operational planning.
Collected items are automatically archived after a configurable retention period. You can set different retention periods for different item types, ensuring compliance with your organisation's data retention policies.
Yes. The system supports item classification — mark items as confidential, high-value, or time-sensitive. Confidential items can require signature on collection and generate additional audit trail entries.
See Mailroom Management in action
We'll show you how OSBase tracks every parcel from arrival to collection — and how we engineered the platform.